Program & Office Coordinator

Where Food Comes From, Inc; Urbandale (IA); On-site; USD 36,000 - 52,000; Full time

Job summary

Where Food Comes From, Inc. is seeking a Program & Office Coordinator in Urbandale, IA to act as the primary point of contact for clients, auditors, and internal teams. You will coordinate audit schedules, track deadlines, and maintain accurate audit records to ensure compliance and timely updates.

You will manage data entry, support office operations, prepare routine correspondence and reports, and assist with invoicing and file management while upholding confidentiality and professionalism.

Qualifications

• Associate’s Degree in Animal Science or related field and/or 5 years related experience.
• Experience with customer service and/or management of contractors.
• 2 years of data entry experience.
• Excellent written and verbal communication skills.

Responsibilities

• Act as the primary point of contact for clients and contract auditors.
• Coordinate audit schedules and track deadlines and progress.
• Maintain detailed status records for each client and escalate high-priority needs.
• Prepare routine correspondence, reports, and presentations as needed.
• Assist with office operations, including data entry and file management.

Skills

Customer service

Data entry

Office administration

Communication

Attention to detail

Time management

Teamwork

Confidentiality

Education

Associate’s Degree in Animal Science or related agriculture field

Bachelor’s Degree in Animal Science or related agriculture field

Tools

Microsoft Office

Job description

Act as the primary point of contact for clients and contract auditors and answer inquiries. Develop and maintain effective, sound, and healthy communication with clients, auditors, and internal and external teams.

Coordinate audit schedules and ensure timely updates are communicated to all parties. Track deadlines, schedules, and audit progress to maintain compliance with industry standards.

Communicate delays or issues with clients and internal teams promptly. Participate in regular calls with Industry groups and certification organizations.

Attend meetings and webinars to stay abreast of industry updates.

Maintain detailed record of status for each client and elevate any high priority needs.

Serve as the first line support on the phones for all incoming calls, office guests and external inquiries.

Support data entry projects within internal and external company databases. Assist with maintaining office operations, including mail handling, supplies, and office-related equipment and report problems to proper personnel.

Manage and organize electronic company records, ensuring high confidentiality and discretion. Prepare routine correspondence, reports, and presentations as requested or needed for projects

Review audit reports for accuracy and completeness, following up with auditors as needed. Assist in generating final audit reports, issuing certifications to clients, and uploading documentation to databases. Assist Program Managers with administrative tasks as needed. File all customer invoices and necessary paperwork in vendor files as needed.

Perform any other responsibilities as needed or assigned.

Required Skills:

• Associate’s Degree in Animal Science or related agriculture field and/or 5 years related experience
• Experience with customer service and/or management of contractors
• 2 years of data entry experience
• Attention to details and ability to track communication
• Strong ability to provide personable customer service while driving for action with given deadlines
• Excellent knowledge of Microsoft Office
• Ability to communicate clearly verbally and in writing with internal/external staff, vendors, and clients
• Strong aptitude for professionalism and courtesy
• Self-motivated with a desire for continuous learning
• Ability to take direction
• Ability to multi-task and manage priorities effectively and efficiently
• Teamwork attitude with a strong aptitude for professionalism and courtesy
• Maintain confidentiality
• Maintains alignment with Where Food Comes From, Inc.’s Mission, Purpose, and Values

Preferred Skills & Experience:

• Agricultural background and experience
• Bachelor’s Degree in Animal Science or related agriculture field
• Experience with high level of contractors and accounts payable
• Experience working with 3 rd party verifiers
• Possess a problem solving and solution-oriented approach coupled with a client focused mindset

Physical Requirements

• Able to lift and carry up to 35 pounds.
• Able to use standard computer keyboard on a frequent basis.
• Able to sit for up to 8 hours.
• Adequate vision to read and analyze reports, emails, and other written documents.
• Able to hear and understand spoken communications during meetings, phone calls, and presentations.
• None

Working Conditions:

• Urbandale, IA office
• Travel: 0-5%

Additionally, due to the nature of the information handled within this position, complete confidentialityand refrain from conflict of interestis demanded,and failure to adhere tothese requirementsis a terminable offense. We are a company that encourages self-starters and we reward highly motivated employees. There is opportunity for growth within this position for the individual who consistently excelsin their performance.

The Program & Office Coordinator is the liaison and point contact for clients, auditors and internal teams while maintaining accurate audit records and quality assurance standards. This position requires strong attention to detail, time management, and adaptability to track deadlines, manage data entry, and support office operations. This position is responsible for coordinating audit schedules between clients and auditors and relaying any updates to external and internal teams.