Site Admin / Warehouse Coordinator

Role Summary

The Site Admin / Warehouse Coordinator supports Willow Island Plant Operations in Willow Island, WV. This role provides tactical administrative support, maintains records for incoming and outgoing materials, and assists Production, Microbiology, EHS, Site Leadership, Engineering, and Maintenance functions. The incumbent serves as the go-to person for business technology, office systems, and network information, and assists in the completion of LSL shipments to and from the warehouse, batch records, and JDE entries. Location: US - Willow Island, WV. Work Schedule: Monday - Friday (Standard Work hours).

Responsibilities

• Collect, verify and enter completed batch records, including raw materials consumed, lot numbers, and quantities, into the 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.
• 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.
• 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.
• 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.
• Perform administrative functions for the Production, Microbiology, Warehouse, EHS, Site Leadership, and Maintenance areas.
• Complete EHS new hire orientation for new hires.
• 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 maintain all office equipment (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).

Qualifications

• 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.

Skills

• A motivated self-starter, work well in groups and demonstrate excellent customer service.
• High degree of time management skills and ability to handle multiple priorities and projects at once.
• Proven ability to coordinate many activities and multi-task.
• Excellent written and verbal Communication Skills.
• Ability to work independently.

Education

• 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 is preferred.
• Working knowledge of cGMP or Quality Systems in a regulated environment is preferred.

Additional Requirements

• Occasional lifting up to 50 pounds may be necessary.
• Personal protective equipment is required in production areas (hard hats, safety-toed shoes, eye protection, gloves, and protective clothing).
• Offsite visits to warehouse locations to inspect bags for shipments and provide paperwork are required.
• The candidate may need to use a personal vehicle for work conducted offsite (warehouse work, picking up orders, shopping for supplies, etc.).