Administrative Specialist

Job Summary To provide plant administrative support for the Madison Manufacturing site while supporting and backing up the Manufacturing Systems Specialist and the Manufacturing System Associate’s responsibilities. This position helps maintain accurate production, inventory, personnel, and administrative records; supports SAP and related manufacturing reporting processes; assists site employees and visitors; and coordinates administrative activities that enable safe, compliant, and efficient plant operations. ESSENTIAL DUTIES AND RESPONSIBILITIES Quality, Safety, Food Safety, and Compliance Ensure adherence to all quality systems including, but not limited to, ISO FSSC 22000, NSF 455-2, NSF 173 and Food Safety, with an understanding of the Company’s Quality Policy and procedures as they relate to the position. Comply with all Company policies including, but not limited to, Quality, Safety, Food Safety, Environmental, GMPs, HACCP, Attendance, confidentiality, records retention, and site security procedures. Support accurate documentation practices and maintain written or electronic records needed to demonstrate compliance with production, quality, food safety, employee, and administrative requirements. Assist when necessary in product recall, traceability, inventory validation, and tracking activities from raw materials through customers. Manufacturing Systems and SAP Support Provide backup support to the Manufacturing Systems Specialist by assisting with daily SAP production system activities, including entry of site-produced and toll-manufactured production, inventory validation, and maintenance of production code listings. Maintain accurate records of SAP-related production processes and support timely resolution of SAP production, inventory, and reporting issues. Assist Production Management with production models, SAP manuals, demand-to-supply related SAP processes, and other SAP documentation used at the site. Assist in training and supporting employees and supervisors in carrying out daily SAP duties; learn new SAP features or enhancements and help communicate changes to necessary users. Assist Accounting and Finance with production-related questions, reconciliations, and month-end or meeting-related production information requests. Analyze, create, and maintain routine production reports used for daily, weekly, and monthly reporting; run production download reports in Excel and distribute or review as needed. Participate in inventory-related meetings, assist with meeting minutes when needed, and support Dairy, NEP, Probiotic, and other site inventory review activities. Assist all departments in validating inventory, investigating discrepancies, and supporting SAP-related activities for physical inventory counts. Support SAP workflow activities for new products, phased-out products, obsolete items, and production master data updates as directed. Manufacturing Systems Associate Support Provide backup support for Manufacturing System Associate activities, including maintaining accurate manufacturing records, logs, labels, files, and supporting documentation used in production operations. Assist with collection, organization, review, copying, scanning, filing, and routing of production documentation, batch records, forms, logs, and other manufacturing records. Support production and warehouse teams with documentation related to inventory of supplies, production materials, samples for lab testing, and manufacturing paperwork flow. Perform data entry and clerical support related to production, inventory, shipping documentation, and manufacturing records as assigned. Help ensure production documentation is legible, complete, organized, and available for review, audit, release, or investigation activities. Plant Administrator Support Provide administrative support to the site including written communications, presentations, projects, file creation, filing, answering phones, copying, scanning, timesheet reporting, sorting mail, and purchasing office supplies. Welcome visitors, answer and transfer incoming calls, and help ensure the site entrance is stocked with required personal protective equipment and visitor materials. Maintain and update phone lists, communication boards, local SharePoint/DIP content, meeting calendars, and other employee communication tools. Coordinate meetings including scheduling, catering, video conference or hospitality requests, conference room booking and setup, and preparation of meeting materials. Coordinate site vendors and services as assigned, including uniforms, mat rentals, janitorial services, vending, company cell phones, printer services, office supplies, and other site support activities. Receive and distribute mail and correspondence; operate office equipment and support distribution of documents such as certificates of analysis or other site communications when assigned. Coordinate employee programs and site activities, including canteen or vending support, employee communications, and special events or team initiatives. Support the local Corporate Records Information Management program by helping organize, archive, audit, and retain files according to established records retention requirements. Assist management and departments with special projects, production-related data gathering, and administrative tasks required to meet deadlines. Knowledge, Skills and Abilities High school diploma or equivalent required; AAS in business, HR, manufacturing, supply chain, or related field preferred; relevant administrative, manufacturing, SAP, or clerical experience may be considered. Working knowledge of SAP production, inventory, or manufacturing transactions preferred; ability to learn and accurately perform system-based production and inventory tasks. Advanced working knowledge of Microsoft Office, including Outlook, Word, Excel, and PowerPoint; ability to create reports, maintain lists, and organize information clearly. Ability to perform accurate, detailed work under deadlines and manage multiple priorities simultaneously in a fast-paced manufacturing environment. Excellent organizational, written, verbal, and interpersonal communication skills; ability to work effectively across departments and with employees, visitors, vendors, and external contacts. Highest level of ethical behavior and confidentiality when handling employee, production, quality, financial, and business information. Ability to read, comprehend, and follow written procedures and instructions; ability to write legibly and maintain records suitable for audit or review. Basic math skills, including addition, subtraction, multiplication, division, decimals, and percentages, as needed for production, inventory, and report support activities. Demonstrated initiative, teamwork, reliability, attention to detail, and ability to work independently based on oral and written instructions. Working Conditions Work is performed primarily in an office environment with regular interaction in a manufacturing plant environment. The position may require entry into production, warehouse, cold-room, or other manufacturing areas where personal protective equipment, food safety practices, and GMP requirements must be followed. Scope of Position This position reports directly to the Operations Manager and has no direct supervisory responsibilities. The incumbent must work independently, relying on oral and written instructions, while coordinating priorities with plant leadership, Manufacturing Systems, Manufacturing Clerk, HR/Admin, Production, Quality, Finance, and other site functions as needed. This position is intended to provide cross-functional administrative, manufacturing systems, and manufacturing clerk backup support to improve continuity of site operations. Management reserves the right to add or change the duties of this position at any time. We are a global leader in taste, scent, and nutrition, offering our customers a broader range of natural solutions and accelerating our growth strategy. At IFF, we believe that your uniqueness unleashes our potential. We value the diverse mosaic of the ethnicity, national origin, race, age, sex, or veteran status. We strive for an inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity & expression, sexual orientation, or disability. Visit IFF.com/careers/workplace-diversity-and-inclusion to learn more At IFF, we make joy through science, creativity and heart. As the global leader in flavors, fragrances, food ingredients, health and biosciences, we deliver groundbreaking, sustainable innovations that elevate everyday products – advancing wellness, delighting the senses and enhancing the human experience. We value an inclusive, creative workplace where all individuals can thrive and do their best work. We consider all qualified candidates equally and based on merit, without regard to religion, ethnicity, national origin, race, age, veteran status, gender identity or expression, sexual orientation or disability. #J-18808-Ljbffr