Manufacturing Systems & Plant Administrative Associate

IFF•Madison, WI

6d•Hybrid

About The Position

This position provides plant administrative support for the Madison Manufacturing site, while also supporting and backing up the Manufacturing Systems Specialist and the Manufacturing System Associate. The role is crucial for maintaining accurate production, inventory, personnel, and administrative records. It supports SAP and related manufacturing reporting processes, assists site employees and visitors, and coordinates administrative activities to ensure safe, compliant, and efficient plant operations. The company is a global leader in taste, scent, and nutrition, offering natural solutions and accelerating its growth strategy. IFF values diversity and inclusion, striving for a workplace where colleagues can bring their authentic selves to work.

Requirements

High school diploma or equivalent required.
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.
Demonstrated initiative, teamwork, reliability, attention to detail, and ability to work independently based on oral and written instructions.

Nice To Haves

AAS in business, HR, manufacturing, supply chain, or related field preferred.
Relevant administrative, manufacturing, SAP, or clerical experience may be considered.

Responsibilities

Ensure adherence to all quality systems including ISO FSSC 22000, NSF 455-2, and NSF 173, and Food Safety.
Comply with all Company policies including Quality, Safety, Food Safety, Environmental, GMPs, HACCP, Attendance, confidentiality, records retention, and site security procedures.
Support accurate documentation practices and maintain records for production, quality, food safety, employee, and administrative requirements.
Assist in product recall, traceability, inventory validation, and tracking activities.
Provide backup support to the Manufacturing Systems Specialist with daily SAP production system activities, including entry of production and inventory, and maintenance of production code listings.
Maintain accurate records of SAP-related production processes and support resolution of SAP issues.
Assist Production Management with production models, SAP manuals, and related SAP documentation.
Assist in training and supporting employees and supervisors in daily SAP duties.
Assist Accounting and Finance with production-related questions and reconciliations.
Analyze, create, and maintain routine production reports.
Participate in inventory-related meetings and support inventory review activities.
Assist 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.
Provide backup support for Manufacturing System Associate activities, including maintaining manufacturing records, logs, labels, files, and supporting documentation.
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.
Help ensure production documentation is legible, complete, organized, and available for review, audit, release, or investigation activities.
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.
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.
Assist management and departments with special projects, production-related data gathering, and administrative tasks.