Purchasing and Administrative Clerk
Saticoy Lemon Association, Los Angeles, CA, United States
Job Title: Purchasing and Administrative Clerk
Department: Accounting
Reports To: CFO, Laura Troost
Location: Oxnard, CA
Classification: Hourly, Non-Exempt
Work Schedule: Monday – Friday, 8:00 AM – 4:00 PM
Job Summary
The Purchasing and Administrative Clerk provides administrative support to the accounting department. This role is responsible for maintaining accurate records, supporting work order systems, coordinating vendors, and assisting with compliance documentation.
This position plays a key role in ensuring maintenance operations run efficiently by supporting planning, communication, and documentation across all facilities.
Essential Job Functions
Administrative & Coordination Support
Provide day-to-day administrative support to the CFO.
Coordinate meetings, schedules, and department communications.
Maintain organized digital and physical filing systems for maintenance and engineering records.
Assist with preparation of reports, presentations, and department communications.
Work Order & CMMS Support
Enter, track, and update work orders in the maintenance system (CMMS or manual logs).
Monitor work order status and follow up with maintenance staff as needed.
Assist with purchase orders, parts ordering, and inventory tracking.
Communicate with vendors for quotes, service scheduling, and follow-ups.
Track deliveries, invoices, and service records.
Support contractor coordination, including scheduling and site access documentation.
Compliance & Documentation
Track required certifications, permits, and inspections.
Maintenance Planning Support
Assist in scheduling preventive maintenance activities.
Help track completion of maintenance tasks and report gaps.
Maintain maintenance calendars and shutdown schedules.
Communication & Reporting
Act as a point of contact between maintenance, operations, and vendors.
Knowledge, Skills, and Abilities
Customer and personal services experience
Strong organizational and recordkeeping skills
Bilingual (English/Spanish) strongly preferred
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
Minimum Qualifications
High school diploma or equivalent required.
1–3 years of administrative experience (maintenance, manufacturing, or operations preferred)
Experience in agriculture or food processing environment is a plus
Physical Demands
Regularly required to stand, walk, talk, and hear.
Frequently use hands for handling, operating equipment, and reaching.
Occasionally required to bend, stoop, kneel, or crouch.
Must be able to lift, move, or adjust up to 40 pounds.
Vision abilities include close, distance, color, and depth perception.
Combination of production floor and office environment.
Exposure to noise, machinery, and varying temperatures typical of packing operations.
Requires adherence to all safety and sanitation standards.
Safety & Compliance Responsibilities
Follow all company safety policies and procedures.
Comply with Injury and Illness Prevention Program (IIPP).
Adhere to food safety and food security requirements.
Report unsafe conditions, incidents, or hazards immediately.
At-Will Employment Statement
Employment with the Company is at-will. This means that either the employee or the Company may terminate the employment relationship at any time, with or without cause or notice, in accordance with applicable law.
Equal Employment Opportunity Statement
The Company provides equal employment opportunities to all employees and applicants and prohibits discrimination based on any protected characteristic under applicable federal, state, and local laws.
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Department: Accounting
Reports To: CFO, Laura Troost
Location: Oxnard, CA
Classification: Hourly, Non-Exempt
Work Schedule: Monday – Friday, 8:00 AM – 4:00 PM
Job Summary
The Purchasing and Administrative Clerk provides administrative support to the accounting department. This role is responsible for maintaining accurate records, supporting work order systems, coordinating vendors, and assisting with compliance documentation.
This position plays a key role in ensuring maintenance operations run efficiently by supporting planning, communication, and documentation across all facilities.
Essential Job Functions
Administrative & Coordination Support
Provide day-to-day administrative support to the CFO.
Coordinate meetings, schedules, and department communications.
Maintain organized digital and physical filing systems for maintenance and engineering records.
Assist with preparation of reports, presentations, and department communications.
Work Order & CMMS Support
Enter, track, and update work orders in the maintenance system (CMMS or manual logs).
Monitor work order status and follow up with maintenance staff as needed.
Assist with purchase orders, parts ordering, and inventory tracking.
Communicate with vendors for quotes, service scheduling, and follow-ups.
Track deliveries, invoices, and service records.
Support contractor coordination, including scheduling and site access documentation.
Compliance & Documentation
Track required certifications, permits, and inspections.
Maintenance Planning Support
Assist in scheduling preventive maintenance activities.
Help track completion of maintenance tasks and report gaps.
Maintain maintenance calendars and shutdown schedules.
Communication & Reporting
Act as a point of contact between maintenance, operations, and vendors.
Knowledge, Skills, and Abilities
Customer and personal services experience
Strong organizational and recordkeeping skills
Bilingual (English/Spanish) strongly preferred
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
Minimum Qualifications
High school diploma or equivalent required.
1–3 years of administrative experience (maintenance, manufacturing, or operations preferred)
Experience in agriculture or food processing environment is a plus
Physical Demands
Regularly required to stand, walk, talk, and hear.
Frequently use hands for handling, operating equipment, and reaching.
Occasionally required to bend, stoop, kneel, or crouch.
Must be able to lift, move, or adjust up to 40 pounds.
Vision abilities include close, distance, color, and depth perception.
Combination of production floor and office environment.
Exposure to noise, machinery, and varying temperatures typical of packing operations.
Requires adherence to all safety and sanitation standards.
Safety & Compliance Responsibilities
Follow all company safety policies and procedures.
Comply with Injury and Illness Prevention Program (IIPP).
Adhere to food safety and food security requirements.
Report unsafe conditions, incidents, or hazards immediately.
At-Will Employment Statement
Employment with the Company is at-will. This means that either the employee or the Company may terminate the employment relationship at any time, with or without cause or notice, in accordance with applicable law.
Equal Employment Opportunity Statement
The Company provides equal employment opportunities to all employees and applicants and prohibits discrimination based on any protected characteristic under applicable federal, state, and local laws.
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