Administrative Assistant, Procurement and Supply Chain

About Aegle Nutrition

Aegle Nutrition is a cGMP, FDA-registered contract manufacturer of premium liquid and powder dietary supplements based in Carrollton, Texas. We operate a 120,000 square foot manufacturing facility with five liquid lines and a powder line, plus a 75,000 square foot warehouse, and hold NSF, SQF, USDA Organic and Kosher certifications. We manufacture for fast-growing brands and national retailers, and we are scaling quickly.

Position Summary

The Administrative Assistant supports the Procurement and Supply Chain team in managing the growing volume of supplier documentation, purchase order administration and vendor communication that comes with a multi-continent ingredient and packaging supply base.

The immediate priority for this role is the supplier qualification and requalification program. Every approved vendor must complete a supplier questionnaire, sign our Approved Vendor Policy and provide supporting documentation such as food safety plans, letters of guarantee, allergen statements, SDS and certificates of analysis. Collecting, chasing, organizing and filing these documents, and keeping the status of every supplier visible, is the core of the job.

This is a hands-on, detail-driven administrative role. It suits someone who is organized, persistent with follow-up, comfortable with spreadsheets and document systems, and who takes pride in a clean, complete file.

Key Responsibilities:

Supplier qualification and documentation (primary focus):

• Issue supplier questionnaires, Approved Vendor Policy acknowledgments, and document requests to new and existing vendors under Procurement direction.
• Follow up with suppliers on a scheduled cadence until each document package is complete; log every contact and response.
• Collect, check for completeness and file supplier documents: food safety plans, letters of guarantee, allergen and composition statements, SDS, certificates of analysis, certifications (Organic, Kosher, NSF, GMP) and insurance certificates.
• Maintain the Approved Supplier List and a supplier document tracker showing status, expiry dates and outstanding items for every vendor.
• Build and maintain a well-organized, complete set of supplier documents, structured so that any file can be located and produced for an auditor or customer within minutes.
• Monitor document expiry and trigger annual requalification requests ahead of due dates.
• Prepare organized document packages for Quality and Compliance review and for NSF, SQF and customer audits.

Purchase order and receiving administration:

• Assist with purchase order entry, confirmation and follow-up in Aptean ERP, and keep the Open PO report current.
• Track order confirmations, expected ship dates and delivery dates; flag late or partial shipments to Purchasing.
• Match supplier invoices, packing slips and certificates of analysis to purchase orders and route discrepancies for resolution.
• Support new supplier onboarding: set up vendor records, gather initial documentation and confirm each new supplier is fully approved before first purchase.
• Prepare rejection, return and destruction paperwork for non-conforming materials as directed.

General administrative support:

• Maintain organized digital and physical filing systems for all procurement and supplier records.
• Respond to internal document requests from Quality, R&D, Account Management and Compliance (for example SDS and ingredient composition statements) by locating or requesting the documentation needed.
• Update task boards and trackers, schedule vendor calls and audits, and prepare meeting notes and action lists.
• Support data cleanup and item master maintenance in the ERP as assigned.

Qualifications (Required):

• 2+ years of administrative, purchasing support, document control or office coordination experience.
• Strong working knowledge of Microsoft Excel, Outlook and Word, and comfort learning new systems.
• Excellent attention to detail and a demonstrated ability to track many open items to completion.
• Professional, persistent and courteous written and verbal communication with external vendors.
• A positive, can-do attitude and a genuine willingness to learn new systems, processes and regulatory requirements.
• Ability to work onsite in Carrollton, Texas on a consistent weekly schedule.

Preferred:

• Experience in a food, beverage, dietary supplement, pharmaceutical or other regulated manufacturing environment.
• Familiarity with supplier qualification, GMP documentation, certificates of analysis or audit preparation.
• Experience with an ERP system (Aptean, NetSuite, SAP, Sage or similar).
• Bilingual English and Spanish is a nice to have, not essential.

Success Measures (First 90 Days):

• Supplier document tracker built and current for 100% of active suppliers within 30 days.
• Complete qualification packages on file for all Tier 1 ingredient and packaging suppliers ahead of the NSF certificate cutoff.
• Every open document request followed up at least weekly, with status visible to Procurement and Quality at all times.
• Zero audit findings attributable to missing or expired supplier documentation.
• Open PO report updated daily with no unconfirmed orders older than three business days.

Working Conditions

Office-based role within a manufacturing facility. Occasional time in the warehouse and receiving areas. Standard business hours, with a fixed part-time schedule agreed at hire.

Compensation

Commensurate with experience. Eligible for the Aegle Nutrition benefits program applicable to part-time employees.