Administrative Specialist (Part-Time)

About the Role:This role supports the day\-to\-day organization, communication, operational, and bookkeeping systems of Mountain Girl Pickles. This role brings structure, consistency, and follow\-through to administrative operations, order coordination, and financial recordkeeping, allowing the owner to focus on production, sales growth, and strategic decisions. The position is ideal for someone who enjoys building systems, organizing information, maintaining accurate financial records in QuickBooks, and keeping a small business running smoothly behind the scenes. This position will be a hybrid format and may require in person support initially and transition to remote as business operations and financial management systems are put into place.

Key Responsibilities

Administrative Support

• Maintain and reference digital filing systems (Google Drive/shared folders) so documents, SOPs (Standard Operating Procedures), and records are easy for all staff to access.
• Manage primary email and inbox and respond to inquiries in a timely fashion.
• Forward all incoming orders to the owner on a regular basis.
• Assist the owner with scheduling events such as farmers markets and food trade shows, setting up reminders, and serving as the primary point of contact for all email communications.
• Provide weekly updates of markets/events scheduled as needed.
• Help implement and maintain standardized processes, checklists, and workflows across the business.
• Support the setup and use of shared communication tools by maintaining the MGP employee group chat.
• Manage existing google workspace and all accounts associated with it.
• Uphold consistent communication with the Owner and operator about business operations when applicable.

Bookkeeping \& Financial Management

• Maintain accurate financial records in QuickBooks Online, including transaction entry, categorization, and reconciliation.
• Review and clean up historical transactions and account categories as needed.
• Record and apply customer payments, including checks, ACH, and wholesale discounts.
• Monitor accounts receivable, generate aging reports, and flag issues such as unpaid invoices for follow\-up.
• Process routine city as well as state tax payments and support year\-end tax preparation.
• Prepare standard financial reports such as Profit \& Loss and other summaries upon request.
• Provide general financial and administrative support to the owner \& accountant as needed.

Process Improvement \& Documentation

Assist with documenting and organizing Standard Operating Procedures (SOPs) for:

• Production
• Labeling
• Packaging
• Shipping
• Storage
• Customer service
• Retail communication
• Help identify process gaps and suggest improvements to reduce confusion and rework
• Support efforts to reduce manual data entry by maintaining spreadsheets and exploring basic automation tools

Data, Tracking \& Reporting

Log and track all incoming orders across platforms and internal spreadsheets related to:

• Ensure all orders are ready by 8am every Tuesday and Thursday.
• Record shipping methods, tracking numbers, and delivery confirmations.
• Maintain organized digital records for purchase orders, invoices, and shipping labels.
• Coordinate updates between admin, shipping staff, and owner regularly.
• Packaging audits.

Assist with tracking and documenting key performance indicators (KPIs), such as:

• Order lead time
• Errors or rework
• Production timing
• Customer feedback

Prepare simple summaries or reports for owner review every week as needed.\\*\

Staff Support \& Onboarding

• Assist with scheduling MGP staff to work events as requested by the owner.
• Assist with organizing onboarding materials for new hires (primarily farmers market/event staff).
• Help manage training resources, quick guides, and refresher materials for staff and market employees
• Ensure staff expectations and customer interaction guidelines are clearly documented and accessible

Marketing \& Coordination Support

• Help manage content calendars, deadlines, and organization of marketing assets utilizing CANVA
• Support coordination for giveaways or collaborations with local businesses
• Assist with organizing product photos, videos, and branding materials on Google Drive

Sales \& Growth Support

Assist with administrative coordination related to:

• Distributor \& Wholesale research and trends
• Retail Outreach
• Help organize retail communication records and follow\-ups
• Support packaging and quality control documentation when applicable

Qualifications**

Required

• 2\+ years of administrative, operations, or office support experience (small business experience strongly preferred)
• 1\+ year of bookkeeping experience including utilization of quickbooks online.
• Strong organizational and communication skills with attention to detail
• Comfortable with Google Workspace (Docs, Sheets, Drive, Calendar)
• Ability to work independently, prioritize tasks, and follow through.
• Willingness to communicate outside of business hours and complete tasks as needed.
• Clear written and verbal communication skills.
• Must have reliable access to the internet and a laptop or desktop computer

Preferred

• Experience supporting food businesses, e\-commerce, or retail operations
• Familiarity with project management, workflow documentation, or process improvement
• Interest in local food systems, farmers' markets, or artisan brands
• Willingness to connect email, social media pages, and Google Drive to your personal device for accessibility and convenience

Job Type: Part\-time

Pay: $23\.00 per hour

Benefits:

• Employee discount
• Flexible schedule

Work Location: Hybrid remote in Boulder, CO 80301