Administrative

The Wok People Pte Ltd; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A food manufacturing company in Singapore is seeking an Administrative Staff member to support operations by managing documentation, coordinating production schedules, and ensuring compliance with quality standards. The ideal candidate will have strong organizational and communication skills, as well as an understanding of food safety and manufacturing processes. Responsibilities include processing production paperwork, maintaining training records, and supporting vendor communications. This role is vital in bridging administrative tasks and industry-specific requirements.

Qualifications

• Proficient in handling production documentation and quality compliance.
• Ability to maintain organized document control systems.
• Experience in coordinating schedules and meetings.

Responsibilities

• Provide administrative support for production and operations.
• Maintain compliance documentation for quality and safety.
• Coordinate training and onboarding for new staff.

Skills

Understanding of food manufacturing terminology

Knowledge of food safety documentation

Familiarity with regulatory compliance

Strong organizational skills

Effective communication skills

Job description

Roles & Responsibilities

Administrative Staff in food manufacturing provide critical support functions that ensure the smooth operation of office, compliance, and coordination activities in a fresh‑chilled meal production facility. This role bridges administrative tasks with food industry‑specific requirements, handling documentation, communication, and systems that support manufacturing operations, quality compliance, and business functions.

Core Responsibilities

1. Production & Operations Support

• Process production documentation:
  • File batch records, manufacturing instructions, and production logs
  • Scan and archive quality control documents for traceability
  • Maintain organized document control systems
  • Prepare production summary reports for management
• Support scheduling and planning:
  • Assist with production schedule distribution
  • Update visual management boards (Andon boards, production trackers)
  • Coordinate meeting schedules for production reviews
  • Manage meeting minutes for operational meetings
• Material and inventory coordination:
  • Process paperwork for raw material receiving
  • Assist with inventory reconciliation documentation
  • File certificates of analysis (COAs) for incoming ingredients
  • Support lot tracking and traceability documentation

2. Quality & Compliance Administration

• Maintain quality management system documentation:
  • File HACCP records, sanitation reports, and environmental monitoring results
  • Organize audit documentation (internal, customer, regulatory)
  • Track corrective action reports (CARs) and follow‑up activities
  • Maintain training records and certification tracking
• Support regulatory compliance:
  • Assist with recall preparedness documentation
  • Maintain supplier approval files
  • Process customer complaint documentation
  • Organize shelf‑life study records and testing results
• Document control:
  • Issue controlled documents with proper revision control
  • Retrieve documents during audits or inspections
  • Ensure obsolete documents are properly archived or destroyed

3. Human Resources & Safety Support

• Onboarding administration:
  • Process new hire paperwork
  • Schedule required training (GMPs, safety, allergen awareness)
  • Maintain personnel files with required food manufacturing certifications
  • Coordinate uniform and PPE distribution
• Time and attendance:
  • Enter and verify timekeeping data for production staff
  • Process payroll information for hourly employees
  • Track attendance, vacation, and leave requests
  • Generate overtime and attendance reports
• Safety administration:
  • Maintain safety training records
  • File incident reports and injury documentation
  • Track safety observation completions
  • Schedule safety committee meetings

4. Office Management & Communication

• Facility communications:
  • Answer main phone lines and direct inquiries
  • Greet visitors and manage sign‑in procedures (including food safety protocols)
  • Distribute internal communications to appropriate departments
  • Manage mail and package receiving
• Supply management:
  • Order office supplies and maintain inventory
  • Coordinate maintenance of office equipment
  • Manage facility service vendors (cleaning, vending, etc.)
  • Process purchase requisitions for administrative needs
• Meeting and event coordination:
  • Schedule meetings and prepare conference rooms
  • Coordinate visitor food safety orientations
  • Assist with company event planning
  • Manage travel arrangements for staff

5. Customer & Vendor Communication

• Order processing support:
  • Enter customer orders into system
  • Generate shipping documentation
  • Process bill of lading and shipment paperwork
  • File customer‑specific requirements documentation
• Vendor coordination:
  • Schedule supplier deliveries and appointments
  • Process accounts payable documentation
  • Maintain vendor contact database
  • File vendor qualification documents

Technical Skills & Knowledge

Food Industry‑Specific Competencies

• Understanding of food manufacturing terminology (batch records, HACCP, GMPs, traceability)
• Knowledge of food safety documentation requirements
• Familiarity with regulatory compliance (FDA, USDA, SQF/BRC standards)
• Understanding of lot tracking and product