Office Services Specialist

Chestnut Labs; Northern (KY); Hybrid; USD 29,000 - 40,000; Full time

Benefits offered by this job

401(k) with company contribution

Paid vacation and holidays

Gain Share Program

Career growth opportunities

Job summary

Chestnut Labs is seeking an administrative professional to support production schedules, shipments, and HR tasks. You will coordinate with planning, purchasing, and shipping to ensure timely product flow and maintain inventory of supplies.

The role involves payroll assistance, EHS and records management, and customer/vendor communications, with a focus on accuracy and confidentiality within a dairy-related environment.

Qualifications

• High school diploma or equivalent.
• Some college coursework in administration preferred.
• 1–3 years in admin support, office coordination, HR, or related experience.
• Certification and/or License may be required during course of employment.

Responsibilities

• Coordinate with production planning, purchasing, and shipping to expedite product flow.
• Schedule inbound/outbound trucking with production planner.
• Prepare shipping documents and process invoices for payment.
• Assist with EHS compliance tracking and HR recordkeeping.
• Complete reports (downtime, safety, HR) as required.
• Support payroll processing and HR duties (new hires, I-9s, files, benefits).
• Maintain records retention and organize facilities related tasks.
• Respond to internal/external inquiries promptly and professionally.

Skills

MS Office

HR processes

Communication

Attention to detail

Multi-tasking

Teamwork

Confidentiality

English literacy

Education

High school diploma

Some college coursework

Certification/licensing may be required

Tools

Microsoft Office Suite

Job description

Perform daily activities to support production schedules and shipments to customers are completed on time, considering customer orders, current demand forecasts, and the availability of raw materials and production capacity . Play a key role in keeping the office/facility running smoothly by managing relationships with office services, supply vendors, and maintenance and by maintaining stocks of supplies. Respond to the needs of internal and external customers. Perform duties in accordance with standard procedures.

Job Duties and Responsibilities;

• Work with production planning, purchasing, production, shipping, and others to expedite product flow through operations.
• Coordinate inbound and outbound trucking schedule with production planner.
• Prepare shipping schedule and documents for shipping. Retrieve and sort incoming mail and deliveries
• Gather invoices, match invoices with purchase orders and back up, and process invoices for payment
• Assist with EHS compliance tracking, workers’ compensation claim recordkeeping, updates into EHS related databases, data entry, program updates, and other similar activities
• Complete scheduled and ad-hoc reports (downtime reports, safety reports, HR reports)
• Assist with payroll processing activities and various Human Resources duties such as new hire orientation, I-9 forms, personnel file maintenance, DairyU administrative and training compliance activities, benefits enrollment coordination, etc.
• Assist with or serve as a records coordinator in the records retention process
• Receive facilities maintenance requests from employees. Report to the appropriate service provider, monitor, and report progress on resolution
• Maintain an orderly and well-stocked mail room, office, kitchen, and common areas; inventory, order, and put away supplies
• Provide support to or back up roles in quality support, inventory, accounting, etc.
• Follow all DFA GMPs and work in a manner consistent with all corporate and regulatory, food safety, quality, and sanitation requirements
• The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required.Other duties may be assigned as required.

Requirements

Education and Experience:

• High school diploma or equivalent
• Some college coursework, preferably in administration, preferred
• 1 to 3 years of administrative support, office coordination, human resources, or related experience
• Certification and/or License – may be required during course of employment

Knowledge, Skills, and Abilities:

• Knowledge of and skill with Microsoft Office Suite and company computer systems
• Knowledge of general human resources processes and practices
• Able to respond courteously and efficiently to inquiries, complaints, and requests
• Able to communicate clearly and effectively, both verbally and in writing
• Able to work with accuracy and detail oriented
• Able to problem solve, multi-task and prioritize own work activities
• Able to work independently and as part of a team
• Able to follow directions and meet deadlines
• Able to maintain confidentiality of information
• Must be able to read, write and speak English

Health and Sick benefits begin 1st of the month after start date

401(k) with company contribution – 100% vested at day one of eligibility

Competitive pay

Gain Share Program

Paid vacation and holidays

Career growth opportunities – we promote from within!

Service recognition and employee rewards

Employee referral program

Work for dairy farm families

An Equal Opportunity Employer including Disabled/Veterans

Pay Range

25.00

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An Equal Opportunity Employer including Disabled/Veterans