Administrator

Prairie Estates Genetics (PEG) is a growing, agricultural seed company based in downtown Middleton, WI. PEG is seeking a full-time on-site Administrator. The person in this position will often serve as the face of the company as the owners and sales staff are largely off-site.

Hours are 9-5, M-F. Competitive wage, eligible for 401k after first year.

Position Duties and Essential Job Functions of the Administrator:

• Manage logistics of all inventory from vendor to warehouse to customer.
• Coordinate Accounts Receivable, in cooperation with accountant, sales staff, customers and financial vendor John Deere.
• Manage vendor Compliance, including a detailed accounting of purchases, license numbers, and the acquisition of license numbers each summer according to company deadlines.
• Update social media weekly, sourcing content from online sources and sales staff. Suggest social media improvements as needed.
• Coordinate daily operations of a small office in Middleton, WI, including:
  • Answer phones and direct contact to the correct staff member
  • Pick up the mail
  • Make sure office is clean, organized and tidy
  • Restock things like water, paper, etc.
• Coordinate the printing, distribution, and inventory of merchandise, direct mailings, marketing materials, etc.
• Plan weekly in-office meetings and conferences, as well as larger yearly meetings (weekly meetings in-office, plus three larger meetings per year) and an annual golf event.
• Formulate procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Design and send general correspondences, memos, charts, tables, graphs, and business plans, using excellent attention to detail when proofreading. Ultimately responsible for accuracy and clarity of the final product.
• Develop and generate reports, specifically in QuickBooks, Excel and Google Sheets
• Utilize various technology tools daily, such as, and most importantly, the CRM tool Zoho
• Support the Director of Marketing and Administration (DMA) in maintenance of the department finances, including:
  • Copy check requests and send to accounts payable
  • Travel reimbursement
  • Document corporate credit card expenses to corporate finance
• Achieve financial objectives by preparing an annual budget; scheduling expenditures; tracking budget expenditures; analyzing variances; initiating corrective actions.
• Along with DMA, work as a liaison between IT contractor and staff.
• Review and analyze special reports, summarize information, identify trends to keep Management informed
• Design and implement office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Implement marketing plan by contacting radio, publisher and direct mail reps.
• Research various projects
• Fill-in for DMA as needed.
• In executive's absence, ensure that requests for action or information are relayed to the appropriate staff member.
• Interpret requests, help to implement action, and decide whether executive should be notified of important or emergency matters as needed
• Maintain company and customer mailing lists
• Perform other duties and projects as assigned

Qualifications of the Administrator:

• Strong verbal and written communication skills
• Proven ability to learn new technology and adapt to new ways of thinking
• Experience developing and managing processes
• Presentation skills and equipment maintenance
• Ability to work well independently and prioritize tasks
• Accounts Receivable and/or Financial experience desirable
• Marketing and social media experience helpful
• Inventory experience a plus but not required
• Agricultural background is a plus but not required

Software skills preferred:

• Microsoft Office skills, especially excellent Excel skills
• Basic skills with GSuite (Google Calendar, Docs, Slides, Sheets), Excel, Word, Adobe Acrobat
• QuickBooks familiarity is preferred
• Zoho CRM experience is a plus but not required
• Social Media Platforms such as Facebook, Twitter and Snapchat