Administrative Assistant

Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant with strong knowledge of quality assurance (QA) and food safety standards to support our Quality Assurance team in a fast-paced food production / manufacturing environment. This role combines traditional administrative support with specialized assistance in maintaining compliance with food safety regulations, documentation control, and quality systems.

The ideal candidate is proactive, thrives in a regulated industry, and has a solid understanding of food safety principles such as HACCP, FSMA, GMPs, SQF, or BRC standards.

Key Responsibilities

Administrative Duties

• Provide comprehensive administrative support to the Quality Assurance and Food Safety teams
• Manage calendars, schedule meetings, coordinate travel arrangements, and handle correspondence
• Prepare, organize, and distribute reports, presentations, and meeting materials
• Maintain and update departmental databases, filing systems, and document control procedures
• Assist with audit preparation and coordinate internal/external audits
• Handle incoming calls, visitor coordination, and general office support

Quality Assurance & Food Safety Support

• Maintain and organize food safety and quality records, including HACCP plans, prerequisite programs, corrective action reports, and verification documents
• Assist in monitoring and tracking compliance with food safety regulations (FSMA, FDA, USDA, etc.)
• Support the development, revision, and distribution of Standard Operating Procedures (SOPs) and work instructions
• Track and report key quality metrics, non-conformances, and corrective/preventive actions (CAPA)
• Help coordinate employee food safety training sessions and maintain training records
• Support mock recalls, traceability exercises, and supplier documentation reviews
• Assist with environmental monitoring programs, pest control records, and sanitation documentation
• Prepare documentation for third-party audits and regulatory inspections

Required:

• 2+ years of administrative experience, preferably in a food manufacturing, beverage, or regulated industry
• Working knowledge of food safety standards (HACCP, FSMA, GMP, GFSI schemes such as SQF/BRC)
• Strong computer skills, including advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and document management systems
• Excellent written and verbal communication skills
• High attention to detail and strong organizational abilities