Administrative

Administrative Staff in food manufacturing provide critical support functions that ensure the smooth operation of office, compliance, and coordination activities in a fresh-chilled meal production facility. This role bridges administrative tasks with food industry-specific requirements, handling documentation, communication, and systems that support manufacturing operations, quality compliance, and business functions.

Core Responsibilities

1. Production & Operations Support

. Process production documentation:

o File batch records, manufacturing instructions, and production logs
o Scan and archive quality control documents for traceability
o Maintain organized document control systems
o Prepare production summary reports for management

. Support scheduling and planning:

o Assist with production schedule distribution
o Update visual management boards (Andon boards, production trackers)
o Coordinate meeting schedules for production reviews
o Manage meeting minutes for operational meetings

. Material and inventory coordination:

o Process paperwork for raw material receiving
o Assist with inventory reconciliation documentation
o File certificates of analysis (COAs) for incoming ingredients
o Support lot tracking and traceability documentation

2. Quality & Compliance Administration

. Maintain quality management system documentation:

o File HACCP records, sanitation reports, and environmental monitoring results
o Organize audit documentation (internal, customer, regulatory)
o Track corrective action reports (CARs) and follow-up activities
o Maintain training records and certification tracking

. Support regulatory compliance:

o Assist with recall preparedness documentation
o Maintain supplier approval files
o Process customer complaint documentation
o Organize shelf-life study records and testing results

. Document control:

o Issue controlled documents with proper revision control
o Retrieve documents during audits or inspections
o Ensure obsolete documents are properly archived or destroyed

3. Human Resources & Safety Support

. Onboarding administration:

o Process new hire paperwork
o Schedule required training (GMPs, safety, allergen awareness)
o Maintain personnel files with required food manufacturing certifications
o Coordinate uniform and PPE distribution

. Time and attendance:

o Enter and verify timekeeping data for production staff
o Process payroll information for hourly employees
o Track attendance, vacation, and leave requests
o Generate overtime and attendance reports

. Safety administration:

o Maintain safety training records
o File incident reports and injury documentation
o Track safety observation completions
o Schedule safety committee meetings

4. Office Management & Communication

. Facility communications:

o Answer main phone lines and direct inquiries
o Greet visitors and manage sign-in procedures (including food safety protocols)
o Distribute internal communications to appropriate departments
o Manage mail and package receiving

. Supply management:

o Order office supplies and maintain inventory
o Coordinate maintenance of office equipment
o Manage facility service vendors (cleaning, vending, etc.)
o Process purchase requisitions for administrative needs

. Meeting and event coordination:

o Schedule meetings and prepare conference rooms
o Coordinate visitor food safety orientations
o Assist with company event planning
o Manage travel arrangements for staff

5. Customer & Vendor Communication

. Order processing support:

o Enter customer orders into system
o Generate shipping documentation
o Process bill of lading and shipment paperwork
o File customer-specific requirements documentation

. Vendor coordination:

o Schedule supplier deliveries and appointments
o Process accounts payable documentation
o Maintain vendor contact database
o File vendor qualification documents

Technical Skills & Knowledge

Food Industry-Specific Competencies

. Understanding of food manufacturing terminology (batch records, HACCP, GMPs, traceability)
. Knowledge of food safety documentation requirements
. Familiarity with regulatory compliance (FDA, USDA, SQF/BRC standards)
. Understanding of lot tracking and product recall procedures
. Awareness of allergen control documentation needs

Core Administrative Skills

. Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
. Experience with ERP/MRP systems (SAP, Oracle, NetSuite) preferred
. Strong data entry and document management skills
. Excellent organizational and filing abilities
. Attention to detail and accuracy in documentation
. Multitasking and prioritization in fast-paced environment