Administrative Specialist

Cascade Coffee, LLC; Everett (WA); On-site; USD 60,000 - 80,000; Part time

Job summary

Cascade Coffee, LLC is seeking a part-time Administrative Specialist to manage front office operations and support HR functions. The ideal candidate will have strong organizational and communication skills, with 1-3 years of administrative experience. Flexible scheduling is available, along with comprehensive healthcare benefits and a positive team environment.

Benefits

Healthcare benefits

401k with matching

Paid Sick and Vacation

Pet insurance

Employee Assistance Program

Leadership Training

Qualifications

• 1-3 years experience in administrative role preferred.
• Experience in manufacturing preferred.
• Proficient in Microsoft Office products.

Responsibilities

• Coordinate inventory and purchases for supplies.
• Manage front office operations and visitor check-in.
• Provide HR administrative support and scheduling.

Skills

Organizational skills

Communication skills

Interpersonal skills

Time management

Education

1-3 years experience in administrative role

Experience in manufacturing preferred

Tools

Microsoft Office 365

Excel

Word

PowerPoint

Job description

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This range is provided by Cascade Coffee, LLC. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$18.00/hr - $23.00/hr

What does it take to create 1.7 BILLION cups of coffee a year?

Ask Cascade Coffee!

We are excited to announce that we are hiring a part-time and organized Administrative Specialist with possible Food & Beverage Manufacturing experience!

For more than 45 years Cascade Coffee has been the premier specialty coffee contract manufacturer in the Pacific Northwest. Specializing in roasting, grinding, flavoring, and packaging coffee, catering to the world’s finest coffee brands worldwide. Cascade works behind the scenes to provide innovation, world-class coffee roasting, and a wide variety of packaging options to highlight their loyal customer’s brands.

Founded in 1977, the company operates from a 175,000 square foot manufacturing and roasting facility, more than 2 million pounds of green coffee storage facility, over 50 million pounds annually of coffee roasting capacity as well as multiple roasting lines, flavor mixing systems and 14 automated packaging lines.

Why Cascade?

We offer a unique blend of benefits for you and your family!

WAGE RANGE (NON-EXEMPT): $18.00 - $23.00 DOE | Overtime eligible

SCHEDULE: FLEXIBLE – Monday & Wednesday: 7:30 am to 2:30 pm and Tuesday, Thursday & Friday: 11:00 am to 3:30 pm

REPORTS TO: People and Culture Manager

• Healthcare benefits | Multiple coverage levels of medical, dental, and vision plans.
• 401k Roth or Pre-Tax options | $1 for $1 match and once eligible to enroll, ZERO vesting period.
• Long Term Disability and life insurance | Company provides coverage for all employees.
• Voluntary Life, Disability, Accident & Critical Illness | Various insurance programs are offered to support your needs.
• Employee Assistance Program | To support you and your family’s overall wellbeing to achieve your best and most productive self.
• Sick and Vacation plans | Cascade understands the vital importance of a quality work/life balance.
• Pet insurance | Multiple coverage levels for whatever best suits your furry (or not so furry) friend.
• Cascade Cares | Exciting engagement programs each month
• Leadership Training | We invest in and dedicate time to training some of the best leaders in the industry.
  
  
  

POSITION SUMMARY:

The Administrative Specialist plays an integral role with the Front Desk as well as Reception Area and People and Culture (HR) functions. This position reports to the People & Culture Manager and is responsible for the front office facilitation. In addition, this position is also a key support to the leadership team and interfaces with employees, managers, customers, and other visitors daily to ensure efficient coordination of the front office area. Makes routine choices within established guidelines and continually seeks to improve processes as well as refine methods of job performance. Complies with General Safety Communication Program.

ESSENTIAL FUNCTIONS OF THE JOB:

Reception and Front Office:

• Coordinate with WCP to monitor inventory and purchases for janitorial (and other) supplies.
• Answers multi-line telephone system and direct calls to appropriate personnel in a prompt and cordial manner. Takes and relays messages, as necessary.
• Print and prepare necessary items for monthly Town Hall Meetings (anniversary certificates, birthday cards, Spotlight awards, etc.).
• Manages all Sonitrol access cards for new hires, terminations, and visitors.
• Assist in directing inquiries of purchasing burlap bags and barrels.
• Greets incoming visitors; ensures that they receive and understand GMP’s, completes health screenings, and routes to appropriate employee.
• Manages the visitor check-in process using ‘Swiped’ System and ensuring compliance with regulatory requirements as well as managing information from the Swiped.
• Ensures front office coffee station and copy room are stocked and tidy.
• Maintains postage equipment and monitors stocks of postage and other mailing supplies.
• Send notifications of important visitors and supply deliveries.
• Processes all outgoing mail daily including FedEx, UPS, and certified mail.
• Orders and keeps office supplies orderly and in stock.
• Responsible for general housekeeping around front desk and outer front office area.
• Provides special project leadership and support as needed. Conducts preliminary research on a variety of topics; draft materials as needed.
• Manage employee locker assignments and update workbook.
• Uses computer applications for word processing, spreadsheets, databases, graphics, scheduling, or coordination of assignments.
  
  
  

People and Culture:

• Clear the attendance/call-out hotline weekly.
• Schedule candidate interviews and send interview emails.
• Manage HR Inbox daily and forward to appropriate individuals.
• Provide administrative support for employee meetings (e.g. Town Hall), which includes Workiversary Milestone Certificate creation and obtaining signatures, Birthday Card routing for signatures as well as organizing per shift, Sending Employee Spotlight emails, routing to COO and creating the Certificates, sending E-Gift Cards, etc.
• Create Welcome Frames for employees and ensure team members sign them.
• Send Welcome Email with schedule and company information.
• Perform onboarding initiatives by: scheduling Safety – Factory Tour with AQAFS, administer a preliminary drug screening, scanning ID cards for I-9 verification, and preparing first-day Welcome - Onboarding Packets.
• Schedule LT Meet and Greets for new hires and coordinate with Communications Manager to schedule Coffee IQ sessions.
• Prepare welcome boxes with logo wear AND track the inventory (apparel, coffee, cups, etc.) as well as order supplies to deliver during the Coffee IQ Session after 2 to 5 weeks of start date.
• Track training requirements and completion date by employee
• Assist with regularly scheduled Friday trainings (time permitting they could be a backup)
  

Performs Other Duties/tasks Assigned On An As Needed Basis.

EDUCATION/EXPERIENCE AND SPECIAL REQUIREMENTS:

• 1-3 years’ experience in administrative role preferred; prior experience in manufacturing preferred.
• Works well under pressure; meets critical monthly, quarterly, and year-end deadlines.
• High degree of organizational, interpersonal, and communication skills required to efficiently accomplish work assignments.
• Proficient in the use of Microsoft products (e.g., Office 365, Excel, Word, PowerPoint)
  
  
  

WORK ENVIROMENT AND EQUIPMENT:

• This job is located within the corporate office, and in an indoor environment.
• This position may occasionally support work in the warehouse roasting facility that requires constant standing on concrete floors, exposed to loud equipment noise and subject to coffee dust strong odors.
• Personal protection equipment and other Good Manufacturing Practices are mandatory.
  
  
  

WORK HABITS:

• Requires high degree of discretion regarding access to confidential data and will not disclose or divulge, either directly or indirectly, the confidential information to others unless authorized to do so.
• Regular attendance and promptness are a requirement for this position.
• This job requires a high degree of teamwork and communication skills.
  
  
  

Cascade coffee is committed to creating an inclusive workplace that promotes and values diversity. We celebrate our differences because we believe diversity drives innovation and leads to sustainable success. We recruit, hire and promote our partners based on capability and performance, without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Part-time

Job function

• Job function

  Administrative

• Industries

  Food and Beverage Services

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