Administrative Assistant

Job Description

Job Description

The Administrative Assistant – Operations provides critical day-to-day administrative support to the fleet and production teams. This role ensures smooth coordination of operational processes, accurate documentation, and timely communication across departments.

The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced, hands-on environment supporting both office and field operations.

Key Responsibilities

• Provide general administrative support to fleet, production, and operations leadership
• Maintain organized records of operational documents, including driver logs, production reports, and compliance records
• Assist with data entry and tracking in systems, spreadsheets, and internal logs
• Prepare reports, summaries, and operational documentation as needed

• Maintain driver files and ensure compliance with company policies and safety requirements
• Track vehicle-related documentation including registrations, maintenance logs, and inspection records
• Assist with scheduling and communication for driver routes, trainings, and meetings

• Assist with production scheduling documentation and coordination
• Maintain production records, logs, and inventory-related documentation
• Support communication between production, warehouse, and operations teams
• Ensure documentation accuracy for food safety and compliance standards

• Serve as a point of contact for internal operational inquiries
• Coordinate meetings, trainings, and schedules for operations teams
• Communicate updates between departments to ensure alignment and efficiency

• Ensure all operational documentation is complete, accurate, and audit-ready
• Support compliance with company policies, food safety standards, and regulatory requirements
• Assist with audits by preparing and organizing required documentation

• High school diploma required; Associate’s degree preferred
• 1–3 years of administrative experience, preferably in operations, logistics, manufacturing, or food production environments

• Strong organizational and time management skills
• High attention to detail and accuracy
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Ability to handle multiple priorities in a fast-paced environment
• Strong communication skills (bilingual English/Spanish preferred)

Working Conditions

• Combination of office and operational environment (production floor and fleet areas)
• May require walking between departments and interacting with drivers and production staff
• Ability to handle sensitive and confidential information

• Accuracy and organization in maintaining records and documentation
• Ability to support multiple operational functions simultaneously
• Strong follow-through and accountability
• Effective communication across diverse teams

Food With Care is an equal opportunity employer and is committed to providing a workplace free of discrimination. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or any other protected characteristic under applicable federal, state, or local laws.

Food With Care maintains a drug-free workplace in accordance with Florida law. The use, possession, distribution, or sale of controlled substances or alcohol in the workplace is strictly prohibited. Employees may be required to undergo drug and/or alcohol testing as a condition of employment, including pre-employment, reasonable suspicion, post-accident, or as otherwise permitted by law.