Administrative Operations Coordinator

Alpha Baking Company•Chicago, IL

1d•Onsite

About The Position

The Administrative Operations Coordinator provides operational and administrative coordination within a high-volume food manufacturing facility. This role supports plant leadership by maintaining operational reporting systems, coordinating compliance documentation, and managing key administrative processes that support production efficiency and regulatory compliance. The position works closely with production supervisors, quality personnel, and plant leadership to ensure accurate reporting, consistent documentation practices, and efficient administrative support for daily manufacturing operations. In order to maintain Baking Dominance and support plant performance goals, the Administrative Operations Coordinator assists with production reporting, compliance tracking, training documentation, and operational coordination. The position will also cross train to provide administrative support for receiving operations. Core Responsibilities Operational Administrative Support Coordinate administrative functions that support production, maintenance, quality, and plant leadership. Maintain operational reporting systems related to scrap tracking, production performance, and plant metrics. Assist supervisors and line leads with administrative processes including timecard documentation, attendance records, and disciplinary documentation. Maintain organized plant documentation systems for regulatory, operational, and compliance records. Support audit readiness by preparing documentation required for internal and external inspections. Operational Reporting & Data Coordination Maintain plant reporting systems related to scrap tracking, production metrics, and operational performance. Compile data used in the Plant Manager’s weekly operational reports. Monitor shift report completion and compliance. Analyze operational reporting data, identify reporting inconsistencies and opportunities for improvement through sequencing. Training and Compliance Support Coordinate and track employee GMP training programs. This consists of scheduling, documenting and tracking employee training related to Good Manufacturing Practices (GMPs), food safety training and plant policies using Alchemy training modules. Support the development and documentation of Standard Operating Procedures (SOPs). This support will include documenting processes that are already in place and developing training modules and checklists for complying with the SOPs. Maintain records related to compliance programs and plant procedures. Operational Coordination Maintain scheduling tools used for dock activity and freezer loads. Assist with inventory verification and location tracking within the facility. Participate in daily operational stand-up meetings and report relevant observations related to scrap tracking or reporting accuracy. Cross-Functional Support Cross-train in administrative support for receiving operations and assist with receiving documentation when required. Provide operational support to plant leadership during special projects or operational initiatives. Daily Operational Responsibilities Update scrap whiteboard reporting each morning. Maintain scrap reporting database and verify entries. Accurately enter divider run times for all production lines. Accurately input flour usage data for all production lines. Maintain Vorne mechanical scrap tracking records. Monitor and report shift report compliance. Prepare and distribute daily overtime reports. Coordinate with production line leads and update dock calendar. Attend daily operational stand-up meetings. Provide administrative support for attendance documentation when needed. Weekly Responsibilities Plant Manager Weekly Report Compile the Plant Manager’s weekly operational report. Identify locations of the two weekly inventory items and conduct a joint inventory with the plant manager. Write the weekly email plant update with appropriate content and subjects. Submit to plant manager. Documentation Coordinate development of Standard Operating Procedures with line leads and convert completed SOP templates into finalized documentation. Maintain the SOP library, training records, plant reporting templates. Inventory Verification Assist plant leadership with periodic inventory compliance checks and product location verification. Project & Continuous Improvement Support Assist plant leadership and maintenance teams with documentation and coordination for improvement projects such as: Facility layout documentation Equipment documentation and measurements Operational reporting improvements

Requirements

High school diploma or GED required
Strong proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint)
Strong organizational and document management skills
Ability to manage multiple priorities in a production environment
Strong communication and coordination skills

Nice To Haves

Associate degree or equivalent experience preferred
2+ years of administrative or operational support experience in manufacturing or food production preferred
bilingual
Familiarity with GMP, HACCP, or food manufacturing environments preferred

Responsibilities

Coordinate administrative functions that support production, maintenance, quality, and plant leadership.
Maintain operational reporting systems related to scrap tracking, production performance, and plant metrics.
Assist supervisors and line leads with administrative processes including timecard documentation, attendance records, and disciplinary documentation.
Maintain organized plant documentation systems for regulatory, operational, and compliance records.
Support audit readiness by preparing documentation required for internal and external inspections.
Maintain plant reporting systems related to scrap tracking, production metrics, and operational performance.
Compile data used in the Plant Manager’s weekly operational reports.
Monitor shift report completion and compliance.
Analyze operational reporting data, identify reporting inconsistencies and opportunities for improvement through sequencing.
Coordinate and track employee GMP training programs.
Support the development and documentation of Standard Operating Procedures (SOPs).
Maintain records related to compliance programs and plant procedures.
Maintain scheduling tools used for dock activity and freezer loads.
Assist with inventory verification and location tracking within the facility.
Participate in daily operational stand-up meetings and report relevant observations related to scrap tracking or reporting accuracy.
Cross-train in administrative support for receiving operations and assist with receiving documentation when required.
Provide operational support to plant leadership during special projects or operational initiatives.
Update scrap whiteboard reporting each morning.
Maintain scrap reporting database and verify entries.
Accurately enter divider run times for all production lines.
Accurately input flour usage data for all production lines.
Maintain Vorne mechanical scrap tracking records.
Monitor and report shift report compliance.
Prepare and distribute daily overtime reports.
Coordinate with production line leads and update dock calendar.
Attend daily operational stand-up meetings.
Provide administrative support for attendance documentation when needed.
Compile the Plant Manager’s weekly operational report.
Identify locations of the two weekly inventory items and conduct a joint inventory with the plant manager.
Write the weekly email plant update with appropriate content and subjects. Submit to plant manager.
Coordinate development of Standard Operating Procedures with line leads and convert completed SOP templates into finalized documentation.
Maintain the SOP library, training records, plant reporting templates.
Assist plant leadership with periodic inventory compliance checks and product location verification.
Assist plant leadership and maintenance teams with documentation and coordination for improvement projects such as: Facility layout documentation Equipment documentation and measurements Operational reporting improvements