Position Details

This position provides tactical support to Willow Island Plant Operations. Incumbent prepares and/or maintain accurate records of incoming/outgoing materials.  The Coordinator will support the Production, Microbiology, EHS, Site Leadership, Engineering and Maintenance functions. Incumbent serves as the “go-to” person for assistance with business technology, office systems, and network information.   This person assist in completion of LSL shipments to and from the warehouse, batch records, and JDE entries.  This person is responsible for multiple site contracts, including but not limited to printers, cleaning, uniforms, food and pop machines, pest control, etc.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Strong oral and written communication skills.
• Computer proficiency with email; internet/online training; working knowledge of Microsoft Office, including Word and Excel; familiarity with manufacturing software programs.
• Excellent attention to detail.
• Strong organizational skills.

Key Responsibilities

Essential duties and responsibilities include the following (other duties may be assigned):

Operations:

• Collect, verify and enter completed batch records, including raw materials consumed, lot numbers, and quantities, into accounting system (JDE).
• Create and print documents, such as batch labels, sample labels, forms, stickers, etc.
• May receive into accounting system all raw materials, including quantities, lot numbers, PO numbers, and status (i.e. “released”, “quarantine”).
• Reconcile raw material usages in systems/databases, using input from production and management.  Update JDE portion for shipments.

Domestic, Import and Export Shipments:

• Coordinate incoming materials from foreign countries, including assembling documents relating to customs, FDA, USDA, and inland transportation, using resources provided.
• Coordinate pick-up of finished product for shipping to domestic warehouses, including getting orders from Logistics, getting lot numbers to ship, providing Bills of Lading and other shipping documents, and providing expected dates, times of shipments as well as paperwork to warehousing.
• Coordinate pick-up of finished product for shipment to non-domestic locations, using export handling team, including getting orders from Logistics, getting lot numbers to ship, providing Bills of Lading and other shipping documents, and providing expected dates, times of shipments as well as paperwork to warehousing.
• Maintain training and certifications for shipping of materials and samples per DOT, IATA, IMDG, and other regulatory agencies, as required.

Key Responsibilities Continued

• Notify production of upcoming labeling needs.
• Communicate with logistics to confirm or reschedule pick-ups.
• Work with production and warehouse personnel to ensure pick-up dates are reasonable and stock is always available.

Document Management:

• Review of batch records, daily log sheets, paperwork for shipments (i.e. bill of lading, Packing List, Pick Sheet, etc.) and print of MBR Spreadsheets.
• Format, proofreading and submitting documents for management via Vault and LMS.
• Perform data input as needed (i.e. data for audits, utility usages, monthly billing, etc.)
• Review and update Standard Operating Procedures (SOPs).
• Maintain office files as needed.

Other:

• Perform administrative functions for the Production, Microbiology, Warehouse, EHS, Site Leadership, and Maintenance areas.
• Complete EHS new hire orientation for new hires

Key Responsibilities Continued

• Post weekly updates to Bright Sign
• Security Batch Printing
• Main Sign updates
• Contractor Training
• Prepare correspondence, required reports, manifests, and/or compliance/regulatory filings. 
• Assist EHS in updating and sending monthly metrics, reports, and annual OSHA 300 log.
• Organize materials to be presented at training meetings as directed.
• Operate and maintains all office equipment, including but not limited to personal computer, telephone, scanner, fax machine, copy machine, etc.
• Serve as the “go-to” person for assistance with printer contracts, business technology, office systems, and network information.
• Serve as the “go-to” person for assistance site contracts such as uniforms/rugs, pest control, food machines, printers, etc
• JDE entries for production and Engineering
• Handle all incoming and outgoing mail.  Updates site communication monitors (Bright Signs).

Key Competencies

Skills

Education & Experience

• High School diploma or General Education Degree (GED) plus 5 years related experience and/or training; or equivalent combination of education and experience is required.
• Associates Degree and is preferred.
• Working knowledge of cGMP or Quality Systems in a regulated environment is preferred.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly exposed to an office setting.  When entering the production areas, the employee will be required to utilize certain Personal Protective Equipment, including but not limited to, hard hats, safety-toed shoes, eye protection, gloves, and protective clothing.    Occasional lifting up to 50 pounds may be necessary.  Offsite visits to warehouse locations to inspect bags for shipments and to provide paperwork is required. The candidate must use his/her personal vehicle for work conducted offsite (warehouse work, picking up orders, shopping for supplies, etc.).