Production Administrative Assistant

Job Title

Alene Candles LLC & Midwest is a private label, contract manufacturer that produces high-quality candles for some of the world's most recognized retail, boutique, and cosmetic brands. With our headquarters in New Hampshire and locations in Ohio, we've been in business for 30 years. We are passionate about making the best products in the world, making safety our number one priority, and being an insanely great place to work.

Role and Responsibilities

The position is onsite and not remote.

Hours: 9pm-5am Sunday-Thursday

General Standards & Compliance

• Maintain Alene's Standards of Performance: Uphold company values by consistently meeting expectations for quality, efficiency, and professionalism.
• Comply with Safety and Housekeeping Policies: Adhere to established procedures to ensure a clean, safe, and compliant working environment at all times.

Inventory and ERP Transactions

• Manage Inventory Transactions: Accurately enter and verify all inventory movements for chemicals, fragrances, dyes, and wax components using the ERP system.
• Process Wax Batch Records: Enter, issue, unissue, and receive materials for wax batch transactions to ensure real-time inventory accuracy and product traceability.
• Verify Inventory Data: Confirm transaction quantities and lot numbers; reconcile discrepancies through physical inventory checks as needed.
• Confirm material usage and status in ERP system
• Investigate and report missing or delayed components
• Provide timely shop order updates to prevent production delays or bottlenecks

Batch Sheet Management

• Print and Review Batch Sheets: Print, label, collect, and verify all completed batch sheets from wax production. Ensure all entries are legible, complete, and accurate.
• Archive Production Records: Scan and archive batch documentation for traceability, compliance, and audit readiness.

Production Scheduling and Coordination

• Maintain Batch Schedule Plan: Update and monitor the Schedule Batch Plan to track production progress, support planning, and facilitate cross-department communication.
• Monitor ERP Data: Identify and resolve inconsistencies in inventory or production transactions; escalate unresolved issues to supervisors or support teams.

Cross-Functional Communication

• Coordinate with Other Departments: Collaborate with Logistics, Quality, Planning, and Production to:
• Clarify material usage and availability
• Notify management of missing or delayed components
• Share updates on material or shop order status to prevent workflow disruptions
• Leadership Support:
• Coordinate with Wax Supervisor and or Wax Lead if Wax Supervisor is not present to ensure department continuity, resolve issues, and maintain production flow.
• Support Department Oversight: Collaborate with Wax Supervisor/Lead to provide operational guidance and decision-making support.

Reporting and Documentation

• Support Reporting Needs: Assist in preparing and maintaining daily, weekly, or monthly production and inventory reports as directed.
• Ensure Accurate Records: Organize and maintain inventory, batch, and transaction records for traceability, compliance, and audit purposes.

Inventory and Physical Counts

• Assist with Inventory Audits: Participate in cycle counts and year-end physical inventory. Support warehouse and production teams during the process.

Technical and Quality Support

• Act as Backup Batch Technician: Step into batch technician duties when needed, including:
• Required to follow batch sheets and standard formulas to accurately identify and measure amounts and weights of components for each job when required or use prepared "kit" of materials ready for mixing. Complete all necessary paperwork thoroughly and accurately to meet company and customer SOPs.
• Maintain accurate records of each drum to track fragrance and other components
• Develop component knowledge to alert Supervision of low inventory levels or potential shortages and maintain records for proper and accurate inventory control.
• Review work schedules and work with Supervision to anticipate and meet production standards.
• Effective verbal and written communication
• The ability to add, subtract, multiply, and divide in all units of measurements.

Other Duties

• Additional Responsibilities as Assigned: Carry out other duties or special projects as directed by the Wax Supervisor, contributing to team flexibility and operational efficiency.

Education Required

• High school diploma or GED; or 12 months related experience

Range of Experience:

• 1-2 years of planning, manufacturing, inventory control, or administrative support role (preferably in a production environment).
• Proficiency with ERP systems (e.g., SAP, Oracle, or equivalent) and Microsoft Office Suite, especially Excel.
• Strong organizational skills and attention to detail with a high level of accuracy in data entry and documentation.
• Excellent communication and interpersonal skills, with the ability to collaborate across functions and respond quickly to dynamic production needs.
• Ability to lift up to 50lbs and work in a production/warehouse setting when supporting batch operations.
• Ability to work independently and take initiative in the absence of direct supervision.

Preferred Qualifications

• 3-5 years of experience in a production or manufacturing environment with cross-functional coordination responsibilities.
• Experience leading scheduling/planning initiatives in a production setting.
• ERP System Expertise: Advanced experience with IFS or similar ERP systems for inventory, batch processing, and shop/work order transactions.
• Backup/Leadership Experience: Acting as a team lead, point of contact, or coordinator without formal supervisory authority.
• Ability to handle multiple situations at one
• Strong accuracy and organization
• Excellent written and verbal communication

Physical Demands & Work Environment:

While performing the duties of this job, the employee is regularly required to stand, walk, use hands to handle or touch; reach, talk, hear and smell. The employee may be required to, kneel, crouch, sit, climb or balance. The employee may lift and/or move up to more than 50 pounds with assistance. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The employee may be regularly exposed to moving mechanical parts, and aromas. The employee is occasionally exposed to airborne particles. The noise level in the work environment is usually moderate.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job as outlined in the physical demands and work environment.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.