Administrative & Operations Assistant (Bilingual)

Administrative & Operations Assistant (Bilingual)

Ventura, CA | Hybrid

Starting Pay

$24/hour Schedule: Part-time, approximately 20 hours per week Work Arrangement: Hybrid — Mondays and Tuesdays in office, remaining hours remote Growth Opportunity: Potential to transition into a larger part-time or full-time role as the business grows

About Us

We are a growing specialty fruit business working with farms, growers, wholesale customers, and direct-to-consumer markets. We specialize in sourcing and distributing exceptional fruit while building long-term relationships with our growers and customers.

As our operations expand, we're looking for a highly organized, resourceful, and proactive Administrative & Operations Assistant to work directly with our co-founder.

This is an excellent opportunity for someone who enjoys creating order in a fast-paced environment, solving problems independently, and growing alongside a small business.

About the Role

You'll work closely with our co-founder to support day-to-day business operations, customer orders, vendor coordination, invoicing support, and administrative processes.

Our ideal candidate is someone who can take a loosely defined task, ask the right questions, identify the next steps, and follow it through to completion.

You'll be joining a growing company where priorities can shift quickly. We're looking for someone who is adaptable, detail-oriented, and comfortable taking initiative rather than waiting for step-by-step instructions.

Key Responsibilities

Customer Orders & Farm Coordination

• Receive and organize orders from existing wholesale customers.
• Communicate order details and submit pick requests to the appropriate farms and growers.
• Track order statuses and follow up to ensure requests are completed accurately and on time.
• Maintain clear communication between the co-founder, customers, and vendors.

Invoicing & Accounts Receivable Support

• Assist with preparing, organizing, and sending customer invoices as needed.
• Monitor outstanding invoices and follow up with customers regarding past-due payments.
• Maintain accurate records of invoice-related communications and customer follow-ups.
• Coordinate with the internal bookkeeping team to resolve invoice discrepancies or payment questions.

Vendor & Administrative Support

• Complete vendor onboarding forms and account setup paperwork.
• Distribute company credit applications and collect necessary documentation.
• Maintain accurate vendor and customer records.
• Assist with administrative correspondence and follow-ups.

Organization & Workflow Management

• Maintain organized digital files using established company naming conventions and filing standards.
• Track outstanding tasks, deadlines, and follow-ups.
• Help document and improve recurring administrative workflows.
• Identify missing information, potential bottlenecks, and opportunities to improve efficiency.

General Business Support

• Provide direct administrative support to the co-founder.
• Coordinate miscellaneous projects and operational requests as needed.
• Adapt to new responsibilities as the company continues to grow.
• Proactively communicate progress, obstacles, and outstanding items.

Qualifications

Required

• Fluency in English and Spanish, both written and spoken.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to work independently and manage competing priorities.
• Resourcefulness, sound judgment, and a proactive approach to problem-solving.
• Comfort working in an evolving environment where not every process is fully established.
• Proficiency with Google Workspace, including Gmail, Drive, Docs, and Sheets.
• Ability to work on-site in East Ventura on Mondays and Tuesdays.

Preferred

• Previous experience in an administrative assistant, executive assistant, operations coordinator, or similar role.
• Experience supporting a business owner, founder, or executive.
• Familiarity with wholesale distribution, agriculture, food businesses, or logistics.
• Experience with invoicing, accounts receivable follow-up, or customer account administration.
• Experience with project management tools, task tracking, or workflow development.
• Experience coordinating with multiple vendors or external partners.

Compensation & Schedule

• Starting at $24 per hour.
• Approximately 20 hours per week to start.
• Hybrid schedule with two required in-office days (Monday and Tuesday).
• Opportunity for additional hours and expanded responsibilities as the business grows.

To Apply

Please submit your resume along with a brief introduction describing your relevant experience and how you approach managing multiple priorities in a fast-paced work environment.

Pay: $24.00 - $25.00 per hour

Expected hours: 20.0 per week

Application Question(s)

* Are you able to work in person Mondays and Tuesdays?

Language

* Spanish (Required)

Shift availability

* Day Shift (Required)

Work Location: Hybrid remote in Saticoy, CA 93004