Operations Administrative Assistant (SV12.21)

Job/Position Description


TITLE:                   Operations Administrative Assistant

MANAGER:              Plant Manager


FLSA STATUS:             Non EXEMPT                                        

DEPARTMENT:            NA

DATE:                         2021



This position is to provide important day to day support to the Ice Cream Operations and Management Teams.  This role is pivotal as it supports all facets of Ice Cream Manufacturing Operations from Management to Front Line Operators, as well as Purchasing and Finished Goods.


  • Provide clerical support for Operations Management team, including Laboratory and R&D
  • Support receiving of goods and entry of receipts into Sage
  • Actively interpret and manage completed Production Packets including inputting usages, identifying, and following up on errors on paperwork and in Sage
  • Collaborates with Purchasing / Scheduling regarding inbound material, production usage, warehouse transfers, and troubleshooting withing Sage MRP systems
  • Works diligently to Accounts Payable to properly code raw materials, ingredients, and various other purchases in conjunction with our GL Coding systems
  • Properly interpret PowerBI reporting and following up on reported usages with Operations Team
  • Act as a liaison for visitors to the plant, including interviewees, contractors, customers, and special guests
  • Actively support, organize, and participate in required monthly meetings, plant lunches/dinners, and other celebrations.
  • Support and maintain attendance and performance review records.
  • Provide secondary support to the Bakery and Commissary as needed

  • Manage the MSDS website and ensure current safety data sheets are in place for Ice Cream Manufacturing, Bakery and Retail

  • Actively manage mail and general office support including sorting/delivering mail, Fedex /UPS shipping, etc

  • Supporting internal audits, including GMP, Safety Behaviors, and Plant inspections

  • Ordering various raw materials based on production schedule; Generate purchase orders and receive materials following Business Processes in SAGE X3 ERP
  • Ordering general supplies for office and general operations
  • Schedule, screen, and conduct initial new hire interviews
  • Support and guide the onboarding process of new employees
  • Support documentation of training for all employees
  • Other duties as outlined and assigned by management team.


  • Strong background on office management tasks to help build processes and programs to help manage all aspects of the plant
  • Excellent skills in Microsoft Software Office Programs
  • Ability to communicate across all levels of organization
  • Able to work in a team environment
  • Ability to collaborate closely with various supporting departments to maintain work flow, solve issues
  • Able to make decisions
  • Task oriented but also have the ability to multitask and prioritize
  • Self-Starter and self-motivated individual that wants to work in a face paced environment.


  • 3+ years of experience as an office administrator or analyst
  • Some college, Bachelor’s Degree, or equivalent work experience (Manager’s Discretion)
  • Background in ERP software preferred but not required
  • Background or understanding of purchasing and materials requirements
  • Background experience in a food production facility preferred but not required