Administrator, Plant 1st shift

LASSONDE PAPPAS AND CO INC•Upper Deerfield Township, NJ

1d•Onsite

About The Position

The Plant Administrator reports to the Plant Manager and is based out of our Seabrook, NJ location. This individual is responsible for sorting and distributing mail for the various departments, and providing administrative support to all department managers. Additional responsibilities include: overseeing accounts payable for the plant, creating purchase orders for the facility; receiving and preparing invoices for submission to corporate; verifying and receiving inventory into QAD via purchase orders, and reviewing ingredient paperwork daily for accuracy related to quality control.

Requirements

High school diploma or equivalent, college degree preferred
1-3 years’ experience in accounts payable
Knowledge of purchase order systems
Excellent verbal and written communication skills
Proficient in data entry
Must be detailed oriented and can multi-task
Must have excellent time management skills
Ability to establish priorities and work independently

Nice To Haves

Ability to direct, coach and train others.
Consultative, influential, strategic thinking and problem-solving skills.
Proven organizational skills
Credibility and Integrity

Responsibilities

Sort and distribute mail for all departments.
Sign for all FedEx deliveries and notify appropriate parties of packages to be picked up.
Compare costs for best pricing of office supplies etc., maintain and order office supplies and other items requested to support the facility/management.
Issue purchase order numbers from QAD upon request, and enter accounting codes and pricing into QAD before invoices are processed.
Obtain invoices from mail, email, and online portals, match up to PO check for accuracy of cost and quantity, and distribute to the appropriate manager for approval. Prepare invoices for vouchering to include data entry and maintenance of data in QAD system; submit to corporate (on the scheduled timetable) and prepare financial reports as needed.
Receive labels, bottles, cans, cartons, trays, corner boards, shrink, stretch, glue, caps etc. into QAD; make sure the packing list/bill of lading totals match the PO quantities and advise the buyer of any discrepancies. Also, advise the supply chain department if shipments have not been delivered per the warehouse door log and bottle log.
Review incoming ingredient paperwork to ensure all necessary documents are included. Check for accuracy of quantities, the temperature of the product, expiration dates, supplier lot information, and manufacturer location in QAD, and add Organic Certificate and GMO if needed. If any discrepancies, follow up with the Supply Chain Material Handler Receiving Clerk.
Enter information on the Raw Material Spreadsheet for all ingredients that need to go through the Quality Inspect process.
Scan documents into SB N : drive (including Co-Pack bills of lading to be sent to customers) and file so management has easy access to information.
Utilize Imaging and Trace Gains software to obtain COAs, Organic documents, and shelf life statements as needed. Use purchase order information on the incoming log and check Imaging software for COA availability. If unavailable, COA needs to be requested from the buyer or LPC.COA.
Review and verify requests for checks that need to be sent back to the SB Department of Environmental Quality for submission. (license renewals)
Research and resolve invoice discrepancies and issues.
Code incoming checks for recycling, record information in a spreadsheet, and forward to corporate for deposit.
Maintain petty cash.
At month end, run reports to determine total case counts for each production line. Ensure that all invoices are received for the given month and contact any outstanding vendors.
Set up new vendors by obtaining needed information, and forward forms and supporting documentation to corporate. Facilitate all vendor changes by contacting the vendor to confirm information before submitting it to corporate.
Accountable for food safety, food quality, and regulatory requirements for their position.
Encouraged to notify management about actual or potential food safety issues.
Adopt and maintain all SQF requirements for their position.
Empowerment to work with supervision to resolve food safety and food quality issues within their scope of work.
Perform other related duties as required and assigned.