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Administrative Coordinator, Non-GMO
Division:Food and Agriculture
Position Type:Full-Time Regular
Remote US
Since 1984, SCS Global Services has been a pioneer and leader in the field of sustainability standards and third-party certification, working across the economy in the natural resources, built environment, food and agriculture, consumer products and climate sectors. Partnering with companies, government agencies, NGOs, and stakeholders, we are striving to advance sustainable development goals through independent assessment, the application of sound science, and innovative solutions. Through these services, we are enabling decision-makers and purchasers to make informed decisions, giving innovators a competitive edge, and helping to drive the development of leadership standards to create a framework for continuous improvement.
Job Overview
The Administrative Coordinator supports staff and clients through the Non-GMO Project verification process, and is responsible for the management and organization of client data and files. This role involves maintaining program files and client records, working with staff and contract auditors, managing auditor workloads, uploading client information into databases, and issuing certificates, work orders, and invoices. The Administrative Coordinator supports the Program Manager and Program Coordinator in the administration of certification activities and helps create process efficiencies.
Relevant Services/Schemes
Non-GMO Project verification
Gluten Free certification
USDA Organic certification
Plant Based certification
Essential Duties and Responsibilities
The position has a primary focus on the Non-GMO Project Verification program with potential involvement in the Gluten Free and/or USDA Organic and/or Plant Based certification program(s). The Administrative Coordinator may support other programs and new program development as needed.
Operations
- Complete database uploads and manage package data for clients
- Create certificates and send to clients
- Support program coordinator in administrative tasks and reaching out to clients as necessary
- Manage client database and all records for Non-GMO Project verified clients, including but not limited to applications, product profiles, certificates, work orders, and invoices
- Ensure program compliance with SCS quality system
- Ongoing maintenance of all new, existing and archived program files in accordance with program requirements
- Support Program Manager to develop program guidance updates
- Development, translation, and editing of program materials, reports, and templates
- Additional tasks as requested by the Manager and Director
Invoicing
- Create and send invoices for initial clients, renewal clients, and scope changes
- Support program coordinator in creation of work orders for renewal clients
- Review all expense reports for Sustainability staff and Regional Auditors
Communications
- Sending work orders, invoices, certificates, and other items to clients
- Track and manage client deadlines for program correspondence and certification issues
- Ensure project milestones and deadlines are established and clearly understood by staff and contract auditors
- Develop templates for internal and external communications
Audit Planning
- Provide audit and/or inspection assignments to staff and contract auditors
- Manage auditor/inspector schedules, workloads and travel budgets
- Carry out travel booking and logistical arrangements, as needed
Qualifications
- Excellent organizational skills and strong attention to detail required
- Excellent observation and data management skills required
- Ability to complete time-sensitive projects and to provide realistic deadlines
- Initiative and ability to work independently; responsive and adaptive to team environment
- Ability to switch tasks quickly and comfortably
- Strong communication abilities and demonstrated abilities in critical analysis preferred
- Strong proficiency in Microsoft Office including Microsoft Word, Excel, and Power Point
Education and Experience
- Minimum associate’s degree, bachelor’s degree and relevant experience preferred
- Experience in data management
- Experience with organization and customer service
- Experience with Salesforce desired
- Verbal and written proficiency in Spanish desired
Physical Requirements
This is an office based job. Sit 6+ hours per day. Keyboarding 6+ hours per day. Must be able to speak and listen to employees and vendors in person, on the phone or virtual platforms.
The above description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. All personnel may be required to perform duties outside of their normal responsibilities from time to time as needed.
*SCS, Working Remotely:
At this time, SCS Global Services is recruiting all open roles to be remote; allowing our employees the ability to work flexibly and allowing SCS as a company to ersify the experience and perspectives of our growing workforce.
As part of our remote work, we want to ensure that our employees have what they need to work from home. We provide our new employees with a computer and can offer assistance in acquiring ergonomic necessities.
Pay Range:
$20.00 to $24.00 Hourly