Office Administrator – Manufacturing in Exton, Pennsylvania at The Food Source International Inc

Summary/Objective
The Office Administrator – Manufacturing is responsible for providing administrative and operational support to the Blend Source, Inc. manufacturing facility located at 753 Springdale Drive in Exton, PA. This position supports daily manufacturing operations through accurate production documentation, batch ticket processing, yield reporting, purchase order receiving, and general facility administration. The role works closely with Production, Warehouse, Supply Chain, Quality, and Accounting to maintain accurate records, support timely processing of transactions, and ensure efficient administrative workflows.

Essential Functions
*Review, process, and enter production batch tickets, ensuring documentation is accurate, complete, and entered into the appropriate systems in a timely manner.

*Record and verify production yields, quantities, lot numbers, and related manufacturing information.

*Identify and communicate discrepancies in production documentation, yields, or inventory transactions to appropriate personnel.

*Maintain accurate production records and supporting documentation to ensure product traceability and compliance with established procedures.

Receive and process purchase orders in the ERP system, ensuring accurate recording of materials and quantities received.

Coordinate with Warehouse, Purchasing, and Accounting to resolve discrepancies involving purchase orders, receiving records, and inventory transactions.

Monitor outstanding purchase order receipts and production transactions, following up to ensure timely completion.

Assist with inventory documentation, data entry, reporting, and reconciliation of operational records.

Provide general administrative support to the Springdale facility, including document management, filing, correspondence, and maintaining organized records.

Prepare and maintain operational reports, spreadsheets, and other administrative documentation as needed.

Coordinate with internal departments to ensure accurate and timely communication of production, purchasing, and administrative information.

Support the Plant Manager and Operations team with administrative tasks, scheduling, and coordination of daily facility activities.

Identify opportunities to improve administrative processes, documentation accuracy, and operational efficiency.

*Follow applicable GMPs, food safety procedures, and established documentation and recordkeeping requirements.

*Support traceability exercises, audits, and documentation requests as assigned.

Perform additional duties as assigned to support facility operations.

Food safety responsibilities are identified by an asterisk (*).

Note: This job description is not intended to cover all duties, responsibilities, or activities. Duties may change or be assigned at any time without prior notice.

Responsibilities/Skills/Abilities
Strong organizational skills with the ability to manage multiple administrative responsibilities and competing priorities.

Excellent attention to detail and commitment to accurate data entry, documentation, and recordkeeping.

Proficiency with computers and Microsoft Office applications, particularly Excel.

Ability to learn and navigate ERP, inventory management, and production tracking systems.

Strong mathematical and analytical skills to verify quantities, weights, production yields, and inventory transactions.

Ability to identify discrepancies, troubleshoot administrative issues, and follow through on outstanding tasks.

Strong written and verbal communication skills with the ability to collaborate across departments.

Ability to work independently, prioritize workload, and meet deadlines in a manufacturing environment.

Ability to handle confidential business and operational information appropriately.

Work Experience Requirements
Minimum 2 years of administrative, operations support, or related experience preferred.

Experience in manufacturing, production, warehouse operations, or distribution preferred.

Previous experience with purchase order processing, inventory transactions, production documentation, or ERP systems preferred.

Experience supporting multiple departments or managing administrative processes independently preferred.

Food manufacturing experience preferred but not required.

Education/Knowledge Requirements

High school diploma or equivalent (GED) required.

Associate degree in business administration, operations, supply chain, or related field preferred.

Working knowledge of purchase order processing, inventory documentation, and production reporting preferred.

Familiarity with GMPs, food safety practices, and traceability requirements preferred.

Ability to perform basic mathematical calculations and interpret production and inventory records.

Physical Requirements
Ability to perform prolonged computer and desk-based work, including frequent typing and reviewing detailed records.

Ability to sit or stand for extended periods and occasionally walk through production or warehouse areas.

Ability to use required personal protective equipment (PPE) when entering designated production areas.

Occasional exposure to manufacturing conditions, including noise, dust, and temperature variation.

Work Environment/Hours
Full-time, on-site at the Blend Source, Inc. manufacturing facility in Springdale, PA. Schedule and overtime requirements to be confirmed.

EEO
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity, or any other characteristic protected by law.