Administrative Coordinator

Ivy & Karma, Inc.; Albert Lea (MN); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Retirement plan

Professional development

Job summary

Ivy & Karma, Inc. operates an oat milling facility and seeks an Administrative Coordinator to support the plant’s operations with office administration, data entry, payroll support, and supplier coordination.

The role collaborates with management on hiring, onboarding, budgeting, purchasing, and compliance, ensuring accurate records and efficient workflows in a fast-paced environment. On-site work with occasional cross-functional exposure is required.

Qualifications

• Requires a high school diploma; college coursework in business admin preferred.
• 2–5 years in administrative support, accounting, payroll, HR, logistics, or office admin in manufacturing or food/agriculture.
• Proficient with MS Office; experience with ERP/payroll/inventory software is a plus.

Responsibilities

• Answer and direct calls with professional, accurate service.
• Perform data entry across multiple business systems and maintain documentation.
• Assist with employee scheduling, onboarding, and timecard reviews for hourly staff.
• Coordinate purchasing, invoicing, and budget tracking; assist with vendor payments.

Skills

Office administration

Data entry

Communication

Microsoft Office

ERP/payroll software

Education

High school diploma

Post-secondary studies in business admin (preferred)

Tools

Excel

ERP systems

Payroll software

Inventory software

Job description

The Administrative Coordinator supports the safe and efficient operation of the oat milling facility through office administration, employee support, financial and invoice processing, logistics coordination, purchasing, and compliance activities. This role serves as a key administrative resource for plant operations and maintains working knowledge of company products, customer service processes, employee administration, purchasing and inventory systems, and operational policies and procedures.

Key Responsibilities

• Answer and direct incoming calls from internal and external stakeholders, ensuring a high level of customer service, professionalism, accuracy, and responsiveness.
• Collect, organize, and maintain documentation and data, performing accurate data entry within multiple business systems.
• Resolve routine to moderately complex administrative, clerical, and customer support issues, escalating matters as appropriate.
• Assist with employee scheduling, attendance tracking, and timecard review for hourly personnel.
• Produce job postings, screen candidates, coordinate interviews, and participate in the hiring process in collaboration with management.
• Coordinate recruitment activities, new hire onboarding, employee record maintenance, and orientation processes.
• Maintain office and mill supply inventories and coordinate purchasing of safety equipment, office supplies, breakroom materials, and other operational supplies as assigned.
• Process vendor invoices, maintain purchasing records, assist with budget tracking, and prepare monthly expense reports for the Director of Operations.
• Match purchase orders (POs) with receiving documentation and vendor invoices to support timely payment processing.
• Review third-party logistics and freight invoices for accuracy against contracted rates and escalte discrepancies as needed.
• Assist in verifying payments to farmers and grain elevators based on delivery records, weights, and quality specifications.
• Assist with carrier scheduling by coordinating with logistics providers, dispatchers, and drivers to maintain daily shipping and loading schedules.
• Maintain records related to production activities, inventory transactions, shipments, and associated documentation, including filing and data entry.
• Prepare and provide documentation and records required for internal and external audits.
• Comply with occupational health, safety, and environmental policies and procedures.
• Collaborate effectively with members of the Green Acres Milling leadership and operations teams.

Qualifications

• High school diploma or GED required; post-secondary education in business administration, accounting, human resources, or a related field is preferred.
• Two to five years of experience in administrative support, accounting, payroll, human resources, logistics, or office administration, preferably within manufacturing, food processing, agriculture, or a related industry.
• Strong verbal and written communication skills with the ability to interact professionally with managers, supervisors, employees, customers, vendors, and the public.
• Ability to work effectively within a small, integrated team environment while adapting to changing priorities and operational needs.
• Strong interpersonal and problem-solving skills, with familiarity or interest in agricultural supply chain logistics.
• Proficiency in Microsoft Office applications, particularly Excel, Word, Outlook, and Teams. Experience using ERP, payroll, inventory, or accounting software is preferred.
• Experience supporting human resources, payroll administration, employee record management, onboarding, or related administrative functions is preferred.
• Demonstrated professionalism, sound judgment, strong critical thinking and problem-solving abilities, and exceptional attention to detail.
• Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Ability to maintain confidentiality and exercise discretion when handling employee, payroll, financial, and business information.
• Self-motivated and proactive, with the ability to anticipate needs, take initiative, and work effectively both independently and within a team environment.

This job description is not intended to be all-inclusive. The employee may be required to perform other related duties as assigned to meet the ongoing needs of the organization.

Work Environment

• This position is based on-site at the oat milling facility and is not eligible for routine remote work.
• Primarily office-based with regular interaction in production and warehouse areas and occasional exposure to outdoor weather conditions.
• Ability to stand, walk, climb stairs, and occasionally lift and carry items weighing up to 50 pounds.
• Personal protective equipment (PPE) is required in all production areas of the facility.
• Occasional extended hours and weekend availability may be required to support plant operations and workforce needs.
• Employees must be clean-shaven when performing tasks that require respiratory protection.

Compensation & Benefits

• Competitive salary commensurate with qualifications and experience
• Health, dental, and vision insurance.
• Paid time off and holidays.
• Retirement benefits.
• Opportunities for advancement and professional development.