SM Production Administrative Assistant

Job Description

Job Description

Position Summary:

The Admin Assistant for Production manages essential administrative functions, including daily and weekly dashboards, payroll support, reporting, and routine follow-up activities. This role helps managers address day-to-day operational issues, spend meaningful time on the production floor, and provide stronger support to employees. The position adds depth to the team, improves continuity, and helps ensure critical administrative responsibilities are completed accurately and on time.

Role and Responsibilities: 

The following functions are considered essential to the position. This list is intended to describe the primary responsibilities of the role and is not necessarily exhaustive.

• Daily Production & Operational Support: Collate, record, and verify daily packing logs across all packaging lines, including Value-Added, Retail, Bulk, and Foodservice. Input daily yield, throughput, labor hours, and downtime data into ERP/CMMS management systems. Prepare daily production schedules, line assignments, and operational paperwork for shift leads and supervisors. Monitor packaging material inventory levels and initiate purchase requests or warehouse transfers.

• Quality Assurance & Regulatory Tracking: Consolidate and archive daily QA audit sheets, temperature logs, sanitation checklists, and metal detector verification records. Maintain audit-ready document control systems for food safety compliance, including HACCP, SQF, USDA, and customer-specific guidelines. Document non-conformance reports, hold logs, and customer product rejections for management review.

• KPI & Metrics Reporting: Generate and distribute daily, weekly, and monthly KPI dashboards, including Overall Equipment Effectiveness (OEE), downtime metrics, packaging yields, giveaway percentages, scrap/rework rates, OTIF performance, labor efficiency, and units-per-labor-hour (UPLH). Track QA scorecards, product defect trends, and customer complaint metrics to support continuous improvement initiatives.

• General Departmental Administration: Maintain employee attendance records, shift rosters, and payroll timecard approvals for packaging personnel. Organize interdepartmental meetings, record minutes, and track action items for plant leadership. Assist in onboarding and maintaining training records for temporary and full-time packaging staff.

• Communication & Follow-Up Support: Support communication between production leadership and support departments by following up on pending items, distributing reports, and ensuring required documentation is complete.

Education:

• High school diploma or equivalent required.

Experience

• 2–4 years of administrative support experience in a manufacturing or distribution environment. Fresh Produce, Food Processing, or Consumer Packaged Goods experience preferred.

Required Skills / Knowledge :

• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.

• Experience using ERP software, such as SAP, Oracle, or proprietary food-processing systems, and CMMS databases.

• Advanced Excel skills, including data entry, pivot tables, and basic formulas.

• Strong attention to detail, excellent organizational skills, and the ability to multitask in a fast-paced environment.

• Ability to maintain accurate records and audit-ready documentation.

• Ability to work independently with minimal supervision while supporting multiple managers or departments.

Preferred Qualifications 

• Associate degree or vocational certification in Business Administration or Logistics is a plus.

• Experience in Fresh Produce, Food Processing, or Consumer Packaged Goods environments preferred.

• Basic understanding of manufacturing, production, or packaging operations preferred.

• Bilingual English/Spanish preferred, if communication with production employees makes this valuable.

Schedule: Monday–Friday, with occasional Saturdays as needed.