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Factory Administration Supervisor in the food and beverage industry

Summary:

The Factory Administration Supervisor is responsible for overseeing daily administrative operations, procurement activities, purchasing management, and inventory control. This role involves the direct supervision and management of daily tasks within the administration department. which includes performing personnel evaluations, fostering employee development, managing attendance, and conducting safety training. The supervisor oversees comprehensive inventory management—including the ordering of raw materials, packaging supplies, and all on-site consumables—while leading monthly physical inventory and ensuring readiness for audits by third-party organizations or regulatory bodies. Additionally, the supervisor coordinates with external vendors to maintain factory facilities, reporting any operational challenges directly to the Factory Production Manager. This position is also responsible for executing payroll processing, attendance consolidation, and payroll timesheets management for all employees across every department within the facility.

 Essential Duties and Responsibilities:

As Factory Administration Supervisor you will:

• Supervise 10+ employees to ensure security, safety, specs, quality assurance of products, sanitation, HACCP, SQF and FDA regulations are followed.
• Manage order processing and coordinate with suppliers and vendors to ensure accurate data entry and resolve delivery or invoice discrepancies.
• Oversee the inventory of raw materials, packaging, and factory supplies while ensuring proper storage and location for all delivered products.
• Plan and implement administrative procedures and systems to streamline internal processes and improve overall operational efficiency.
• Act as a key liaison between the Production Director, Factory Manager, and employees to ensure clear communication and alignment.
• Conduct monthly inventory for all materials and finish goods in warehouse.
•   Review Batch Ticket entry and close.
• Confirm accuracy of time sheets and Leave of Absence requests for all factory departments to ensure labor law compliance and provide accurate data for payroll calculation.
• Conduct regular performance evaluations and provide coaching and development support for  Administration assistants.
• Enforce company policies and labor safety standards, including the immediate investigation of accidents or workers' compensation claims.
• Maintain high sanitation and workplace safety standards in compliance with SQF requirements and OSHA regulations to ensure readiness for third-party audits and regulatory inspections.
• Coordinate daily factory tours for visitors
• Coordinate new hire training for employees
• Perform all other duties as assigned.

Perform Food Safety Duties:

• Perform pre-operational inspections and take actions when applicable.
• Oversee preventative maintenance assignment, follow-up, and analysis.
• Adhere to established Good Manufacturing Practices and Food Safety policies and procedures.
• Provide feedback on continuous improvement opportunities.
• Perform record reviews by ensuring records are legible, clear, concise, and accurate.
• Report to management any of the following: pest activity, food defense or food fraud suspicious activities, evidence of product contamination.
• Coordinate with suppliers and contractors to ensure all food safety standard requirements are met. Evaluate suppliers' and contractors' performances, and food safety incidents. Document all safety- and other violation- incidents.
• Train employees on food safety and on-the-job trainings. Ensure training is effective through competency evaluations (observation, group discussions, or written assessments).
• Participate in all food safety meetings and planning, changes and/or verification activities.
• Follow-up on action plans resulting from food safety initiatives such as pre-operational inspections, internal/external audits, Critical Control Points (CCPs) and Preventative Controls  (PCs).

Role Qualifications

• High school diploma or GED.
• 5+ years of supervisory experience.
• 5+ years of experience in a Food or Beverage manufacturing environment.
• Knowledge and experience of daily administrative operations, procurement activities, purchasing management, and inventory control.
• Must have strong and effective leadership skills, and the ability to successfully manage a staff of 20+ employees.
• Experience in training, handling people and resolving conflicts.
• Excellent multi-tasking and time management skills.
• Must have the ability to work independently with little supervision, and as part of a team as well.
• Must be available to work any hours assigned, 5 days or more per week, Monday- Saturday, including early mornings and late nights.
• ADP / payroll experience highly preferred

 Qualification Guidelines

Language Ability:

• Must be able to read and comprehend instructions, short correspondence, and memos.
• Must be able to compose correspondence and reports, and effectively present information in one-on-one, and small group settings to employees, customers, and other internal/external audiences.
• Must be able to read, analyze, and interpret general business publications, professional journals, and technical procedures and write clear and concise reports and business correspondence.
• Requires effective verbal and written communication in English.

Math Ability:

• Must be able to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability:

• Must be able to solve practical problems and handle a variety of concrete variables in situations where only limited standardization exists.
• Must be able to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

• Requires proficiency with Windows and experience using e-mail, and Microsoft Office applications, including Word, Microsoft Excel, and PowerPoint.
• Must have working knowledge of internet-based systems and Time & Attendance/Payroll systems (WMS/ERP/ADP etc.).

Physical Demands and Work Environment

• Physical demands: While performing the duties of this job, the employee must possess the ability to: sit or stand in place for extended periods; walk, balance, bend, stoop, and kneel regularly; communicate effectively, including talking and hearing; and lift and move products or boxes typically weighing 60 pounds or less. The employee must also perform repetitive tasks for prolonged periods, demonstrate fine finger and broad manual dexterity, and maintain eye-hand-foot coordination to operate equipment. Additionally, they must sustain periods of strenuous mental concentration, operate a motor vehicle, and maintain reliable transportation.
• Work environment: While performing the duties of this job, the employee may work in a variety of conditions, including refrigerated storage, office settings, and outdoors environment. The noise level in the work environment is usually moderate.

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