Administrative & Operations Support Specialist (Part-Time)

Company Overview

Mueggenburg USA is a family-owned and operated business that supplies organic and non-organic herbal ingredients to the food, supplement, and beverage industries in the US and across the world.

Job Overview

Mueggenburg USA is seeking a highly organized, detail-oriented, and adaptable team member to provide administrative and operational support, primarily to the Operations Manager and Quality Control Manager, while also assisting the CEO with executive-level projects as needed.

This position is hands-on and dynamic, requiring strong ownership of responsibilities, attention to detail, and the ability to follow Standard Operating Procedures (SOPs) while adapting to changing priorities. The role is heavily focused on data management, documentation control, and operational support across multiple departments.

Key Responsibilities

• Provide primary administrative and operational support to the Operations Manager, with secondary support to the Quality Control Manager
• Assist the CEO with special projects, administrative tasks, and executive support as needed
• Perform data entry, including maintaining operational and quality logs, reports, and tracking systems
• Maintain and refine document control systems, including:
• Digital filing (SharePoint and related systems)
• Physical filing and long-term document storage (up to 5 years)
• Ensuring all systems are clearly organized and accessible to upper management
• Scan, upload, and properly archive documentation in both digital and physical formats
• Maintain logs and tracking systems related to order processing and operational workflows
• Create and manage product / shipping labels
• Provide operational and administrative coverage in the absence of the Operations Manager or Quality staff
• Manage incoming and outgoing mail and packages
• Process checks and perform basic financial administrative tasks
• Manage and operate the phone system
• Maintain control and accountability of facility keys
• Provide general administrative and cross-departmental support as needed
• Manage organic certification documentation and timelines.
• Manage Kosher certification requirements and updates.

Qualifications

• Proven experience in administrative, operations support, or similar roles
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Excellent organizational skills with strong attention to detail
• Ability to manage and maintain structured filing systems (digital and physical)
• Strong written and verbal communication skills
• Ability to take initiative, problem-solve, and adapt quickly to changing priorities
• High level of discretion and professionalism when handling confidential information
• Strong interpersonal skills and ability to work across multiple departments
• Comfortable working in a hybrid office/operational environment
• Ability to occasionally lift 30+ lbs. and remain active for extended periods
• Reliable, professional, and able to work independently

Preferred / Bonus Qualifications

• Familiarity with QuickBooks, Canva, Power Apps, Airtables, or basic programming
• Strong computer skills with the ability to navigate and edit multiple platforms efficiently
• Experience managing or updating websites and blog content

Desired Qualifications

• Clerical experience: 5 years
• Accounting experience: 2 years
• Administrative experience: 2 years

Language Requirement

• English (Required)
• Spanish (Bonus)

Benefits

• Flexible schedule

Work Environment

• In-person role based at Mueggenburg USA facility
• Combination of office, administrative, and light operational support
• Fast-paced, evolving environment requiring adaptability and attention to detail

Pay: From $24.00 per hour

Benefits:

• 401(k)
• Flexible schedule
• Paid time off

Work Location: In person