Program & Office Coordinator

Where Food Comes From Organic; Urbandale (IA); On-site; USD 42,000 - 62,000; Full time

Job summary

Where Food Comes From Organic in Urbandale, IA is seeking an organized administrative professional to serve as the primary contact for clients and contract auditors, coordinating schedules and communications to ensure compliance and timely updates.

The role emphasizes data entry, records management, document preparation, and professional client support across internal and external teams, with a focus on confidentiality and accuracy.

Qualifications

• 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.
• Self-motivated with a desire for continuous learning.
• Ability to take direction and multi-task effectively.
• Teamwork attitude with a strong aptitude for professionalism and courtesy.
• Maintain confidentiality and alignment with company values.

Responsibilities

• Act as the primary point of contact for clients and contract auditors; maintain effective communication.
• Coordinate audit schedules and track deadlines and progress.
• Communicate delays or issues with clients and internal teams.
• Attend meetings and webinars to stay updated on industry developments.
• Maintain detailed status records and elevate high-priority needs.
• Provide first-line phone support for inquiries from clients and guests.
• Support data entry projects and assist with office operations.
• Manage electronic company records with confidentiality; prepare reports and presentations.
• Review audit reports for accuracy; assist in generating final reports and certifications.
• Perform other duties as needed.

Skills

Customer service

Contract management

Data entry

Attention to detail

Communication

Microsoft Office

Written communication

Professionalism

Self-motivation

Take direction

Multitasking

Teamwork

Confidentiality

Company values

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 elate 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.

Roles And Responsibilities

• 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 elate 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 3rd 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.

Supervises

None

Working Conditions

• Urbandale, IA office


• Travel: 0-5%

Additionally, due to the nature of the information handled within this position, complete confidentiality and refrain from conflict of interest is demanded, and failure to adhere to these requirements is 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 excels in their performance.