Office Assistant

Work tasks: The Role:

Dal’s Kitchen is looking for an organised and proactive Office & Food Safety Assistant to support our CEO and daily office operations while helping maintain our food-safety and BRCGS compliance systems. This is a varied position divided between office and executive-assistant duties and food-safety administration and internal auditing. It is suitable for someone who is highly organised, comfortable working with documents and systems, and interested in developing a career within food manufacturing and quality management.

Office responsibilities:

• Provide general administrative support to the CEO and wider management team.
• Manage the CEO’s diary, appointments, meetings and reminders.
• Organise meetings, prepare agendas, take minutes and follow up on agreed actions.
• Maintain accurate customer, distributor and supplier information in the company CRM.
• Prepare and issue customer invoices, credit notes and supporting documentation.
• Monitor outstanding invoices and coordinate payment follow-ups.
• Conduct research for the CEO, including suppliers, customers, distributors, competitors, logistics providers and new markets.
• Prepare reports, presentations, spreadsheets and business correspondence.
• Manage office documents, digital filing and confidential company information.
• Coordinate travel arrangements, visits and external meetings when required.
• Assist with purchasing, quotations and communication with service providers.
• Support recruitment administration and employee-document management.
• Monitor deadlines and ensure important actions are completed on time.

Food-safety responsibilities

• Support the implementation and maintenance of the Dal’s Kitchen food-safety and quality-management system.
• Help maintain BRCGS, HACCP, food-safety, quality and operational records.
• Plan, conduct and document scheduled internal food-safety and BRCGS audits.
• Support external BRCGS and customer audits by preparing documentation, evidence and follow-up information.
• Maintain the internal audit schedule and monitor completion against deadlines.
• Record non-conformities and coordinate corrective and preventive actions with responsible team members.
• Follow up corrective actions and verify that they have been completed effectively.
• Assist with document control, including procedures, work instructions, forms and records.
• Review production, cleaning, temperature, traceability, allergen and hygiene records for completeness.
• Support traceability exercises, product-recall tests and other compliance checks.
• Assist with supplier approval, specifications, certificates and food-safety documentation.
• Monitor staff training records and help organise refresher training.
• Report food-safety concerns, overdue actions and compliance risks to the CEO.
• Help ensure the site remains prepared for announced and unannounced audits.

BRCGS Food Safety Issue 9 provides a framework covering product safety, integrity, legality, quality and operational controls within food manufacturing; official certification is completed by an independent certification body, while this position would conduct internal audits and support certification audits.

We offer: What we offer

• A varied position with direct involvement in business operations and food safety.
• The opportunity to work closely with the CEO and gain experience across multiple business functions.
• Practical exposure to BRCGS, HACCP and food-manufacturing compliance.
• Training and development relevant to the position.
• The opportunity to grow with Dal’s Kitchen as the company develops.
• Salary based on experience and qualifications.

Other requirements:

• Väga hea eesti- ning inglise keele oskus, vene keel on eelis, kuid mitte kohustuslik.
• Kehtiv B-kategooria juhiluba ja valmisolek regulaarseks reisimiseks Eestis ja välismaal.
• Suurepärane suhtlemis-, läbirääkimis- ja esinemisoskus.
• Tugev ärisuhete loomise võime ning praktiline, tulemustele orienteeritud tööstiil.
• Hea MS Office’i kasutusoskus (Excel, PowerPoint, Outlook) ning kogemus CRM-i või müügiaruandluse tööriistadega.

Positsioon sobib Sulle, kui oled:

• Proaktiivne ja iseseisev algataja, kes suudab ise uusi kontakte luua ning oma müügitööd juhtida.
• Struktureeritud, usaldusväärne ning valmidus töötama eesmärkide ja KPI-dega.
• Kirg toidu vastu ning huvi Aasia köögi trendide vastu Eesti turul.
• Meeskonnamängija, kes naudib koostööd kolleegidega müügi-, tootmis- ja turundusvaldkonnas.

Option to work from home:

No