Operations Administrator (Food Manufacturing)

We are seeking a meticulous and proactive Operations Administrator to become the vital link between our production floor, warehouse, and administrative teams. In this pivotal role, you will ensure the seamless execution of daily production plans through expert scheduling, precise documentation, and efficient logistics coordination. Your sharp attention to detail will be crucial in maintaining our standards of quality, safety, and compliance in a fast-paced food manufacturing environment.

Core Mission

To provide comprehensive administrative, planning, and logistical support that optimizes production flow, ensures absolute accuracy in record-keeping, and upholds stringent food safety and audit compliance.

Key Responsibilities

Production Planning & Scheduling

. Assist in developing, distributing, and maintaining daily/weekly production schedules.
. Accurately input and manage schedule data within our ERP/MRP system (e.g., SAP, Oracle, NetSuite).
. Proactively communicate all schedule adjustments to production, procurement, and sanitation teams.

Documentation, Compliance & Record Keeping

. Manage the lifecycle of batch production records (BPRs)-from preparation and distribution to collection and archival.
. Accurately transcribe production data (yields, downtime, quantities) from the floor into digital systems.
. Verify the correct completion of all quality and production paperwork by line personnel.
. Maintain an impeccable filing system for all records to ensure full traceability and readiness for audits (FDA, BRC, SQF, ISO).
. Prepare essential shipping documents, including bills of lading, manifests, and certificates of analysis (COAs).

Inventory & Material Control

. Monitor and report on raw material and packaging inventory levels to support uninterrupted production runs.
. Coordinate the issuance of materials to the production floor via the inventory management system.
. Assist in conducting cycle counts and the annual physical inventory.
. Reconcile production output with warehouse finished goods records.

Logistics & Shipping Support

. Coordinate outbound deliveries with carriers and customers.
. Liaise with the warehouse team to ensure accurate staging and timely shipment of finished goods.
. Track shipments and address basic customer inquiries regarding order status.

Administrative & Operational Support

. Act as the central communication hub for the operations department.
. Compile and distribute key reports, including daily production summaries and meeting minutes.
. Manage procurement of operational supplies (forms, labels, PPE) and office materials.
. Support hourly payroll processing through accurate timekeeping data entry.
. Facilitate new hire onboarding, including paperwork and initial system access setup.

Required Skills & Qualifications

. Experience: 2+ years in an administrative, planning, or logistics role, preferably within manufacturing, food processing, or a related regulated industry.

. Technical Proficiency:

• Advanced skills in Microsoft Office Suite, especially Excel for data analysis and reporting.
• Hands-on experience with ERP/MRP systems (e.g., SAP, Oracle, NetSuite).
• High-accuracy data entry and typing skills.

. Industry Knowledge:

• Understanding of Good Manufacturing Practices (GMPs) and fundamental food safety principles.
• Familiarity with HACCP and traceability requirements is a significant advantage.

. Critical Competencies:

• Extreme Attention to Detail: A commitment to accuracy, understanding that errors can impact product quality and compliance.
• Superior Organization: Ability to expertly prioritize and manage multiple tasks in a dynamic, deadline-driven environment.
• Effective Communication: Clear and professional communicator who can interact confidently with both floor staff and management.
• Problem-Solving Aptitude: A proactive mindset to identify discrepancies in data or processes and resolve scheduling or logistical challenges.

Reporting Structure

. Reports to: Plant Manager
. Direct Reports: Production Supervisors, Sanitation Supervisor, Warehouse Supervisor
. Collaborates with: Quality Manager, Maintenance Manager, Production Planner, HR