Hello,
We’re looking for an Administrative & Supply Assistant, to help us accelerate the transition towards a more sustainable food system.
As a swiss-knife key person you will have internal and external responsibilities :
- Internal food science innovation lab: manage lab supply, ingredients & packaging storage (familiarity with HACCP is a plus) and cleaning procedures.
- External production sites: ensure ingredients order & delivery to our production sites based on expected sales volumes.
- Sales administration: ensure each order is delivered to our clients and billed accordingly.
As you will be at the heart of our development strategy, we hope that you want to work in a continuously evolving environment with lots of opportunities for personal development. Our Administrative & Supply Assistant will be hands-on, rigorous, adaptable and autonomous.
As part of the operational team, you collaborate with the extended team : production site, suppliers, our culinary kitchen.
RESPONSIBILITIES
Procurement
- Act as the primary contact with our suppliers ensuring performance and quality to reach 100% satisfaction
- Supervise product sourcing and purchasing for our laboratory and manufacturers
- Organise importations and make sure that all the requested documentation is available
- Negotiate favorable payment terms and make sure deadlines are met
- Good understanding of ERPs, participate to the tool selection and development
- Build budgets and rigorously follow supplier and customer accounting
- Proactively identify innovation in the field of sustainable packaging & suppliers partners
- Constantly map and anticipate risks with a 360° vision
Supply Chain
- Follow up the stocks / inventory and reclamations from manufacturers
- Manage customers claims
- Ensure timely and appropriate order placements and shipments to achieve continuity between our suppliers and manufacturers
- Forecast : plan and optimize security stocks levels to reduce residual inventory and avoid shortages
- Collect delivery notes, issue invoices, follow through contractual obligations
Administrative Assistant Officer
- Manage office budget, validate expenses notes
- Oversee and support all administrative duties (contracts, providers…) in the office and ensure that office is operating smoothly
- Manage office supplies inventory and stock, place orders as necessary
- Search for a new office location and collaborate to design the future HQ
- Listen and anticipate collaborators needs
- Identify opportunities for process, office management improvements. Design and implement new systems