Administrative Associate

Ruby Jewel•Portland, OR

8d•$24 - $27•Remote

About The Position

The Administrative Associate provides essential day-to-day support across multiple functions of the business, including operations, purchasing and inventory coordination, human resources, and general administration. This role is part of a wide-ranging administrative department that supports the company as a whole and requires adaptability, strong organizational skills, and an interest in learning many aspects of a small business. The ideal candidate is detail-oriented, proactive, and comfortable juggling a variety of responsibilities while supporting multiple departments. This is a fully remote, part-time role scheduled for approximately 20 hours per week, Monday through Friday, with exact working hours flexible within regular business hours based on business needs and mutual agreement. As a part-time employee, this role is eligible for participation in some of our benefits programs including our 401(k) program, front-loaded PTO, nine paid holidays (including one floating holiday), and more!

Requirements

1-3 years of administrative, office, or operations support experience preferred
Strong organizational skills and attention to detail
Comfortable working with multiple systems and learning new software
Proficient in Google Workspace (Excel/Sheets experience a plus)
Ability to manage multiple tasks and prioritize effectively
Strong communication skills and a collaborative mindset
Interest in learning and supporting many areas of a small business
Adaptable and flexible in a fast-paced, evolving environment
Self-motivated with a willingness to take initiative
Comfortable working independently and as part of a team
Maintains confidentiality, especially with HR-related information

Responsibilities

Enter, update, and manage purchase orders in the company’s system
Coordinate purchase order fulfillment and follow up with vendors regarding confirmations, delays, and discrepancies
Place ingredient and supply orders based on established schedules and inventory needs
Track ingredient and supply inventory levels and flag shortages or issues to administrative leadership
Maintain accurate and up-to-date records related to purchasing, inventory, vendors, and pricing
Assist with organizing purchasing documentation for traceability and reporting purposes
Support periodic inventory reviews and reconciliation as needed
Provide general administrative support to multiple departments, including operations, quality, sales, and leadership
Perform routine data entry, reporting, and administrative tasks to support day-to-day business operations
Manage shared inboxes or administrative email communications as assigned
Maintain organized digital and physical filing systems, ensuring documents are current and easily accessible
Assist with document creation, formatting, and version control
Support internal communications by distributing updates, forms, and information as needed
Assist with general office coordination tasks such as ordering office supplies, tracking subscriptions, and maintaining vendor contacts
Support process improvement initiatives by documenting procedures and suggesting workflow efficiencies