Administrative Assistant - Production

Primary Objectives of Position

This role provides administrative support to the Production & WH section. Assists in the development and compilation of documentation. The admin assistant manages operational documentation, ensures compliance readiness, coordinates Safety programs, and facilitates essential procurement and training activities for the facility.

Major Responsibilities

1. Compliance & Quality Support

• Join GMP and internal quality audits help collect and organize data.

• Support pest control activities and follow up on critical issues.

• Coordinate air and environmental testing schedules.

• Organize Safety/EHS meetings: prepare agendas, take minutes, and track action items.

• Track and follow up on all Corrective and Preventive Actions (CAPA) across Pest Control, GMP, Safety, Environmental Testing, and Process Improvements.

2. Production Administration & Reporting

Prepare daily, weekly, and monthly production reports (attendance, overtime, purchasing, training, CAPAs, etc.).

• Manage daily attendance and overtime entries in Infotech for payroll accuracy.

• Handle consumable inventory: ordering, stock checks, and supplier coordination.

• Maintain weighing scale calibration schedules and file vendor reports.

• Ensure 5S and good housekeeping in production office and managing the locker areas.

• Support production meetings through agenda prep, minute-taking, and memo creation and circulation.

• Back-up role as Production Scheduler.

3. Procurement & Process Improvement

• Coordinate production purchasing requests, vendor quotations, PO progress, and delivery tracking.

• Participate in process and quality improvement projects, including data analysis and documenting changes.

4. Training & Documentation Management

• Administer onboarding training for new production staff and ensure training records are complete.

• Prepare PPE and cleanroom items for visitors, audits, and customer tours.

• Stock tracking of uniforms and visitor lab coats to maintain continuous supply.

Required Skills:

• Minimum GCE N or O level
• Basic knowledge of Microsoft Office applications (Word, Excel, PowerPoint)
• 2-3 years of administrative support experience in a food, flavour, or chemical manufacturing environment is essential.
• Attention to detail for documentation, data entry, and progress follow-ups (CAPAs, calibration).
• Experience with an ERP/MRP system and basic inventory modules is an added advantage.
• Familiarity with GMP (Good Manufacturing Practices) and quality assurance principles
• Excellent professional communication skills for internal coordination and external vendor/auditor interaction.
• Meticulous with good organizational skills and an ability to meet timelines.

• Being bilingual in Mandarin and English is advantageous.

Other info:

• Frequent Shuttle bus from/to Lakeside MRT & Buroh Lane
• Working hours is 8:30am - 5:30pm, Monday - Friday