Administrative Assistant- Foodservice Departments in Coeur D Alene, Idaho at Pilgrims Market

Pay: $20 - $25 per hour, based on experience and qualifications.

Administrative Assistant – Foodservice Departments

Departments: Deli/Kitchen/Bakery

Reports To: Food Service Director

Employment Type: Full-Time

Position Summary

We are seeking a highly organized, detail-oriented Administrative Assistant to support the day-to-day operations of a large, fast-paced Foodservice Department within a natural foods grocery environment.

This position serves as an important administrative and systems support partner to the Foodservice team, helping ensure accurate data, efficient processes, well-maintained systems, and reliable operational information. The ideal candidate is comfortable working with spreadsheets, databases, point-of-sale and inventory systems, and emerging AI tools, while maintaining a high level of accuracy and confidentiality.

A central part of this role is replacing mundane, manual processes with easy-to-use, easy-to-maintain AI apps built with tools such as Claude and Lovable.

A background or strong interest in culinary operations, food production, natural foods, or foodservice is a plus.

Key Responsibilities

AI Solutions & Automation

• Identify mundane, manual work in the department — paper forms, re-keyed spreadsheets, repeated emails, checklists — and replace it with simple, reliable AI apps built with Claude and Lovable.
• Design those apps for the people who use them: easy to learn, hard to fill in incorrectly, quick to use on a busy shift, and documented clearly enough that a non-technical person can maintain and update them.
• Test each tool with the team before it goes live, gather feedback, and keep improving it after launch.
• Use approved AI tools for research, documentation, data organization, and communication — checking AI-generated information for accuracy and protecting confidential, proprietary, employee, vendor, and customer information.
• Stay current with AI capabilities, learning (or bringing experience with) tools such as Claude, and identify where they fit in Foodservice operations.

Data, Systems & Documentation

• Enter and maintain accurate, current departmental information — products, recipes and ingredient lists, menus, costing, vendors, pricing, and inventory — across Foodservice systems, spreadsheets, and databases, including new product setup.
• Support day-to-day administration of Foodservice software and systems, learning new platforms as needs evolve; troubleshoot routine system and data issues and escalate technical problems to the appropriate support teams.
• Prepare accurate, timely reports, spreadsheets, forms, and schedules using the department's reporting tools.
• Handle vendor, ordering, and invoice documentation.
• Maintain organized digital and physical records — including food-production procedures, training guides, and checklists — and keep them current and consistent with each other.
• Support food-safety documentation — logs, checklists, plans, and records.
• Work closely with HR so department records and processes follow the systems in place.
• Track deadlines, follow-ups, and recurring tasks, and support department leadership with administrative needs and special projects.

Auditing & Quality Control

• Conduct routine audits of data, pricing, recipes, product information, inventory, invoices, and purchasing, comparing information across systems to find errors, inconsistencies, and missing or outdated records.
• Document discrepancies and follow through on corrections.
• Audit how well department systems are working and being followed, interpret the results, and let the Director know when a system isn't working or isn't being worked correctly.
• Develop checklists and procedures that improve consistency and reduce errors.

Qualifications

Required

• 2+ years of administrative, data entry, office, operations, or comparable experience preferred.
• Strong computer skills and comfort learning new software.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to work independently while also collaborating effectively with a busy department.
• Strong written and verbal communication skills.
• Proficiency with spreadsheets, particularly Microsoft Excel or Google Sheets.
• Ability to manage multiple priorities and meet deadlines.
• Ability to recognize inconsistencies and investigate discrepancies rather than simply entering information.

Preferred

• Experience working in foodservice, grocery, culinary, hospitality, manufacturing, or retail operations.
• Familiarity with inventory, purchasing, POS, ERP, recipe management, or foodservice management systems, including POS / inventory systems.
• Culinary knowledge or professional kitchen experience.
• Understanding of recipes, ingredients, yields, food costs, portioning, and food production.
• Experience with data auditing, inventory reconciliation, or quality assurance.
• Experience using AI tools such as ChatGPT, Claude, or other generative AI platforms.
• Experience building apps, forms or automations with Claude, Lovable or similar AI and no-code tools (strongly preferred).
• Experience identifying opportunities for automation or process improvement.

Ideal Candidate

The ideal candidate is someone who enjoys making systems work better. You are naturally curious, highly organized, comfortable with numbers and technology, and notice when something doesn't look right.

You don't need to be a software engineer or a chef, but you should be comfortable learning both technology and foodservice operations. You enjoy taking messy information and turning it into accurate, organized, useful information.

You are also comfortable asking questions, investigating discrepancies, documenting processes, and finding practical ways to make the team's work more efficient.

You would rather build a simple app that removes a chore for good than do the same chore every week. The role is about auditing, organizing and reporting — it does not require managing people or handling conflict — and you have the drive to follow up and communicate clearly when something isn't right.

Success in This Role Looks Like

• Foodservice data is accurate, current, and consistently maintained.
• Departmental systems contain reliable information.
• Errors and discrepancies are identified before they become operational problems.
• Audits are completed accurately and on schedule.
• Administrative processes become more organized and efficient.
• Managers have timely, accurate information to support decision-making.
• AI and technology are used thoughtfully to reduce repetitive work and improve productivity.
• Documentation and processes are clear enough that others can easily follow them.
• Mundane processes are replaced by AI apps the team actually uses and that keep working without constant fixing.
• Department leadership spends its time leading rather than on day-to-day administration.

Physical & Work Environment

This is primarily an administrative and systems-focused position within a busy grocery Foodservice environment. The role may require occasional movement throughout the department, interaction with food production areas, and coordination with team members working in retail, kitchen, warehouse, and office environments.

This position requires the ability to work effectively in a fast-paced environment while maintaining accuracy and attention to detail.

Benefits:

• *Health insurance , dental, and vision insurance (*Full-Time only)
• Short-term disability insurance
• Term life insurance
• Accident, critical illness, air/ground ambulance, and hospital indemnity coverage
• Dependent Care Flexible Spending Account (*Full-Time only)
• 401(k) with 4% employer match
• 25% employee discount / 30% deli discount
• Healthy Living Benefits
• Paid time off (vacation and sick days)
• Paid breaks

To Apply:

You can apply right here on Indeed!

Want to make a great impression? You're also welcome to send your resume and cover letter directly to at Emily Foodservice@pilgrimsmarket.com.

To learn more about our team and other opportunities, visit pilgrimsjobs.com.