Wholesale Operations Administrative Assistant

Wholesale Operations Administrative Support

South Mountain Creamery is a family-owned farm and creamery dedicated to delivering fresh, wholesome dairy and farm products directly to homes, retail partners, and wholesale accounts. We take pride in our farm-to-table mission, commitment to quality, and community-driven approach.

We are seeking a detail-oriented and highly organized Wholesale Operations Administrative Support professional to join our Wholesale team. This role plays a vital part in ensuring smooth day-to-day operations for our wholesale division by supporting account management, coordinating logistics, and maintaining accurate documentation. The ideal candidate thrives in a fast-paced environment, communicates effectively with both internal teams and external partners, and demonstrates a strong commitment to accuracy and customer satisfaction.

Key Responsibilities

• Administrative Support
  • Manage and maintain wholesale account records, contracts, and pricing files.
  • Prepare and process invoices, credit memos, and account adjustments.
  • Assist in preparing sales and operations reports for management.
• Wholesale Account Coordination
  • Act as a point of contact for wholesale customers, ensuring timely responses to inquiries.
  • Support order entry and confirm accuracy of wholesale orders in coordination with sales and production teams.
  • Track and communicate delivery schedules, product availability, and order changes.
• Logistics & Operations
  • Coordinate with production and distribution teams to align order fulfillment.
  • Monitor wholesale inventory levels and alert relevant teams of shortages or surpluses.
  • Ensure compliance with food safety and documentation standards for wholesale operations.
• Cross-Department Collaboration
  • Work closely with the Wholesale Operations Manager, Sales, Finance, and Distribution teams.
  • Support initiatives to improve processes, efficiency, and customer satisfaction.

Requirements

Qualifications

• Previous administrative, operations, or customer service experience (preferably in food distribution, wholesale, or logistics).
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, Google Workspace, and ERP/CRM systems.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Team player with a proactive attitude and problem-solving mindset.

Preferred Skills

• Experience with wholesale order management systems.
• Knowledge of food industry regulations and safety requirements.
• Familiarity with supply chain and logistics processes.