Administrative Assistant

Wisoman Foods; Hayward (CA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health benefits

Dental benefits

Vision benefits

Paid holidays

PTO (Vacation and Sick)

Job summary

Wisoman Foods in Hayward, CA, is seeking an Administrative Assistant to support daily operations across production, logistics, quality, and customer service. The role requires handling orders, coordinating schedules, and ensuring accurate documentation in a fast-paced production environment.

The ideal candidate will have 2–3 years of administrative experience, proficiency with Microsoft Office, and comfort with ERP/EDI platforms. Bilingual English/Spanish is highly preferred.

Qualifications

• High school diploma or equivalent is required.
• 2–3 years of administrative experience, preferably in food manufacturing, production, or logistics.
• Proficiency in Microsoft Office and comfort with ERP and EDI platforms used in manufacturing operations.

Responsibilities

• Answer and direct inbound calls with professional customer service.
• Welcome visitors, vendors, and auditors, adhering to security and food safety protocols.
• Respond to inquiries about orders, shipments, and product information; research and provide solutions.
• Monitor operational trends and support continuous improvement in administrative workflows.
• Enter and process customer orders in the ERP system; verify accuracy and communicate issues within 24 hours.
• Prepare, update, and distribute weekly production and shipping schedules.
• Coordinate outbound shipments with carriers and 3PL partners for cost efficiency and on-time delivery.
• Track daily inventory levels and provide updates to production and purchasing teams.
• Manage purchase orders, confirm supplier lead times, and maintain online records.
• Support product recall activities, shipment tracing, and documentation for food safety programs.
• Scan, upload, and organize production, shipping, and purchasing documents.

Skills

Written & verbal communication

Organized & detail-oriented

Team player

Problem solving

Bilingual English/Spanish

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

ERP software

EDI platforms

Job description

Who We Are

Wisoman Foods Inc., located in Hayward, CA, is a Woman-Owned Certified business specializing in high-quality, innovative flatbreads — from tortillas to ethnic Indian varieties — crafted with care and precision. Our fully automated, high-speed facility ensures that every product meets the highest standards of consistency, food safety, and quality. With certifications including SQF Level 2, Organic, Non-GMO Project Verified, and OU Kosher, we are proud to deliver products that reflect excellence at every level.

At Wisoman Foods, the Administrative Assistant is often the first point of contact, providing a positive impression to all customers, vendors, and visitors. This role supports multiple departments while ensuring smooth daily operations and exceptional service.

What We’re Looking For

The Administrative Assistant will play a key role in supporting daily operations in a fast-paced food manufacturing facility. This position works closely with production, logistics, quality, and customer service teams to ensure accurate order processing, efficient communication, and smooth coordination across departments.

What You’ll Be Doing

• Answer and direct inbound calls while providing professional and friendly customer service.
• Welcome and assist visitors, vendors, and auditors, maintaining adherence to facility security and food safety protocols.
• Respond to customer inquiries regarding orders, shipments, and product information; research solutions and provide timely follow-up when needed.
• Monitor operational trends and support continuous improvement in customer service and administrative workflows.
• Enter and process customer orders in the ERP system; verify order accuracy and communicate any issues or delays within 24 hours.
• Prepare, update, and distribute weekly production and shipping schedules to support planning and on‑time fulfillment.
• Coordinate outbound shipments with freight carriers and 3PL partners, considering both cost efficiency and customer delivery requirements.
• Track daily inventory levels for finished goods and raw materials, and provide updates to the production and purchasing teams.
• Manage purchase orders, confirm supplier lead times, update delivery commitments, and maintain accurate online records.
• Support product recall activities, shipment tracing, and documentation as part of the facility’s food safety and recall programs.
• Scan, upload, and organize production, shipping, and purchasing documents to maintain clean and compliant recordkeeping.
• Serve as a communication bridge across departments, ensuring alignment between production, logistics, sales, and quality.
• Participate in quality and food safety initiatives, reporting issues to the Quality team promptly.
• Perform other administrative tasks and support special projects as assigned.

What We’re Looking For

• High school diploma or equivalent required
• 2-3 years of administrative experience, preferably in food manufacturing, production, logistics, or a related environment.
• Proficiency in Microsoft Office and comfort with ERP and EDI platforms used in manufacturing operations.
• Strong written and verbal communication skills; bilingual English/Spanish highly preferred.
• Highly organized, detail-oriented, and able to manage multiple tasks in a production‑driven setting.
• Ability to maintain confidentiality and handle sensitive operational information responsibly.
• A proactive, collaborative team player with solid problem‑solving and follow‑through skills.

Why Join Our Team:

• Opportunity to contribute to a growing, mission‑driven food company.
• Work closely with a collaborative, passionate team.
• Gain hands‑on experience in all aspects of procurement and sourcing in the specialty food sector.
• Benefits: Health, Dental, Vision
• Paid Holidays
• PTO (Vacation and Sick)

Wisoman Foods, Inc. is an equal opportunity employer. We value diversity and inclusion and welcome applicants from all backgrounds and experiences.