Administrative Assistant

Position Summary

An Administrative Assistant at Heartland Feeds plays a key role in ensuring accurate and efficient processing of customer orders for feed products. This position involves data entry, customer communication, coordination with production and logistics teams, and maintaining organized records. The ideal candidate is detail-oriented, organized, and comfortable working in a fast-paced agricultural environment.

Key Responsibilities

Accurately enter customer orders into the company’s order system

Verify order details including product type, quantity, pricing, and delivery instructions

Communicate with customers via phone, email, or in-person to confirm orders and resolve discrepancies

Coordinate with production and warehouse teams to ensure timely fulfillment of orders

Prepare invoices, delivery slips, and other necessary documentation

Monitor order status and update customers on delays or changes

Provide delivery instructions to freight companies and communicate delivery times to clients

Maintain organized records of orders, customer information, and transactions

Assist with inventory tracking and report stock shortages or inconsistencies

Support billing and accounts receivable processes as needed

Ensure compliance with company policies and industry regulations

Aid in collecting information and execution of FeedAssure program

Qualifications

Education & Experience

High school diploma or equivalent required

Previous experience in order processing, clerical work, or customer service preferred

Experience in agriculture, feed, or supply chain environments is an asset

Skills & Competencies

Strong attention to detail and accuracy

Excellent organizational and time management skills

Proficient in Microsoft Office (especially Excel and Outlook)

Familiarity with order entry or Quick Books & Point Of Sales systems is an asset

Strong communication and interpersonal skills

Ability to multitask and prioritize in a fast-paced setting

Experience with HACCP programs

Knowledge of livestock nutrition & agronomy products

Working Conditions

Office-based role with frequent communication with warehouse and production staff

Interaction with agricultural products and environments

Exposure to warehouse environment

Physical Requirements

Prolonged periods of sitting and computer use

Occasional lifting of office supplies or bags of feed weighing up to 25 Kg

Ability to communicate clearly via phone and in person

Compensation & Benefits

Competitive hourly wage or salary based on experience

Health and dental benefits

How to Apply

Interested candidates should submit their resume and a brief cover letter outlining their qualifications and experience relevant to the role to ***email_hidden***