Procurement and Admin Assistant

Job Description

Job Title: Procurement & Admin Assistant (Belgrade)

Department: Oat Milling BU Processing

Reports To: Plant Manager

FLSA Status: Non-exempt

Prepared By: Human Resources

Revised Date: 6/10/2025

SUMMARY

This position is responsible for relaying pertinent market information from select supply partners to the Oat Milling Supply Chain department. The Procurement & Admin Assistant will monitor inventory levels and reorder points in the position. The Procurement & Admin Assistant will also create purchase orders in the system and confirm the order with the vendor. Scheduling shipments and providing correct shipping details to the vendor is of critical importance. This position will also be involved in the tracking and maintenance of a shipping schedule for inbound containers or raw materials. Occasionally accompanying the Procurement Manager on field local field visits may be needed. This role will also be responsible for general site administrative duties as outlined below.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Maintain assigned purchasing positions, updating weekly:

Replacement values

Purchase and sales (by products) contract data

Average sales volumes

Listed selling prices

Manage inventory levels and reorder points in assigned purchasing positions

Schedule inbound material shipments to multiple warehouses

Support Operations in regular production planning efforts

Manage individual purchase contracts as delegated

Generate purchase orders and make limited buying decisions for select minor and secondary materials as delegated by the Sr. Manager, Procurement.

Support Procurement Manager when they conduct regular in-field inspections, including pre-harvest assessment, to verify crop quality and practices for yield estimation.

Maintain accurate records of purchases, contracts and quality test.

Manage vendor claims and credit resolutions

Assist in collection, maintenance, and review of raw material specifications for assigned commodities

Gather and relay market information from vendors to multiple other departments

Facilitate Purchase Orders on behalf of Belgrade

General administrative office duties to include, but are not limited to:

Ordering office supplies

Ordering warehouse supplies (pallets, machine parts, etc)

Coordinate packing lists

General data entry

Answering main phone line, directing calls as appropriate

Coordinating site trash pickup

Maintaining visitor log and GMP folder

Other duties as assigned

QUALIFICATIONS to perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

2-3 years’ experience in purchasing, ingredient businesses, or commodity merchandising

Strong verbal, written and interpersonal communication skills.

Able to work independently and cooperatively across business functions.

Able to define problems, collect and summarize data and discern solutions.

Ability to build strong commercial relationships with strategic supply chain partners and customers.

Strategic thinker who can identify broad market opportunities and adjust plans in dynamic market situations.

Innovative and future orientated in thinking and action.

Ability and willingness for global sourcing multiple times each year.

EDUCATION and EXPERIENCE

Bachelor’s degree from an accredited college or university required, Graduate work a plus. Proficiency in Word, Excel and PowerPoint windows applications is required at a minimum. Familiarity with global travel highly desired.

LANGUAGE SKILLS

English fluency is essential. Must have strong verbal and written communication skills, with ability to respond to either common and sensitive inquiries or complaints from internal and external customers and/or suppliers. High attention to detail and a keen eye for esthetics.

REASONING ABILITY

Must have seasoned judgment and business situation versatility, with ability to define problems, collect data, establish facts, and draw valid conclusions.

OTHER SKILLS & ABILITIES

PHYSICAL DEMANDS the physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit or stand. The Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is generally exposed to a non-manufacturing, office type environment and not subject to noise, dust, industrial type machinery.

FOOD SAFETY / SECURITY REQUIREMENTS:

The Company is committed to producing and delivering defect-free products. To ensure this, all employees are required to be trained on and adhere to the Good Manufacturing Policies set forth by the Company as they pertain to personnel practices, equipment, and facilities. It is also vital that all employees be aware of the work environment and when possible, prevent accidental or intentional adulteration of products produced at this facility. As a result any employee has a right to put product on hold if they have a concern. At the plant level, only the Quality Assurance Manager and General Manager have the authority to release product on hold.

EQUAL OPPORTUNITY EMPLOYER

Bay State Milling is an equal opportunity employer that is committed to creating a diverse, equitable and inclusive workplace. We evaluate qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, genetic information, national origin, disability, veteran status, and other legally protected characteristics.

Full-time