Operations Administrator

TopGum Industries; Copiague (NY); On-site; USD 30,000 - 36,000; Full time

Job summary

TopGum Industries in Copiague, NY is seeking an Operations Admin to support daily production operations, maintain accurate documentation, and coordinate with the purchasing team to ensure timely materials.

The role emphasizes batch ticket closure, inventory reconciliation, and compliance within a fast-paced gummy manufacturing environment. Strong Excel/ERP experience and organizational skills are essential.

Qualifications

• High school diploma or equivalent required; post-secondary education in Business Administration is an asset but not required.
• Experience with an MRP/ERP system or willingness to learn (training provided).
• Proficient in Microsoft Excel, Word, and Outlook; strong attention to detail and accuracy in data entry.

Responsibilities

• Conduct routine consumables/office supplies counts, and create and submit process purchase requisitions for consumables items, as required.
• Stock office areas with supplies, as required (printers, coffee areas, etc.).
• Coordinate incoming mail and distribution of delivered consumable items, as required.
• Coordinate meeting/visit logistics including room setups, lunches, and required materials.
• Perform other administrative duties in support of the Operations Leadership Team, as required.
• Coordinate with Production to ensure completed batch tickets are closed and reconciled promptly.
• Complete all batch closings in the ERP/MRP system to ensure inventory accuracy and batch traceability.
• Support Warehouse and Production to reconcile inventory items used in production activities. Assist with inventory discrepancy investigations.
• Support production reporting and KPI data collection.
• Assist the Warehouse Team with inventory cycle count administration.
• Support internal audits and ensure compliance with GMP, HACCP, and other regulatory standards.
• Support continuous improvement initiatives by identifying inefficiencies and proposing solutions.

Skills

Attention to detail

Organizational skills

Communication skills

Team collaboration

Multitasking

Willingness to learn

Education

High school diploma or equivalent

Post-secondary education in Business Administration asset

Tools

MRP/ERP system

Job description

REPORTS TO: Director of Operations

HOURLY RATE: $22.00-$26.00

TERMS OF EMPLOYMENT: Permanent | Full-Time

LOCATION: Copiague, NY

About Us

We provide full-service contract manufacturing, bottling, and packaging solutions for gummy natural health products, supporting clients from concept through launch. Operating within a regulated manufacturing environment, we are committed to quality, compliance, and continuous improvement.

The Opportunity

We are seeking a detail-oriented and proactive Operations Admin to join our manufacturing team. This role is essential in supporting daily production operations, maintaining accurate documentation, and coordinating with the purchasing team to ensure the timely availability of materials and supplies.

What Success Looks Like

• Office and production consumables remain stocked, with purchase requests submitted proactively. Batch tickets and production paperwork are accurate, complete, and processed on time.
• Production documentation is organized, complete, and audit-ready.
• Material reconciliations are completed promptly, with discrepancies identifies, investigates, and resolved in collaboration with Production and Warehouse teams.

Responsibilities:

Administration

• Conduct routine consumables/office supplies counts, and create and submit process purchase requisitions for consumables items, as required
• Stock office areas with supplies, as required (printers, coffee areas, etc.)
• Coordinate incoming mail and distribution of delivered consumable items, as required.
• Coordinate meeting/visit logistics including room setups, lunches, and required materials.
• Perform other administrative duties in support of the Operations Leadership Team, as required.

Operations Coordination & Documentation

• Coordinate with Production to ensure completed batch tickets are closed and reconciled promptly.
• Complete all batch closings in the ERP/MRP system to ensure inventory accuracy and batch traceability.
• Support Warehouse and Production to reconcile inventory items used in production activities. Assist with inventory discrepancy investigations.
• Support production reporting and KPI data collection.
• Assist the Warehouse Team with inventory cycle count administration.

Compliance & Continuous Improvement

• Support internal audits and ensure compliance with GMP, HACCP, and other regulatory standards.
• Support continuous improvement initiatives by identifying inefficiencies and proposing solutions.

Qualifications:

Education & Experience

• High school diploma or equivalent required; post-secondary education in Business Administration or Office Administration is an asset but not required.
• Experience with an MRP/ERP system or willingness to learn (training provided).

Technical Skills

• Proficient in Microsoft Excel, Word, and Outlook.
• Strong attention to detail and accuracy in data entry.
• Highly organized with the ability to prioritize and manage multiple tasks.
• Good communication skills and a collaborative, team-oriented attitude.
• Comfortable working in a fast-paced, production-driven environment.
• Eagerness to learn new systems and processes.

This job description is not intended to be all-inclusive. Employees may be required to perform other job-related duties as needed to meet business, operational, quality, safety, or regulatory requirements.

Our Commitment to Inclusive Hiring

We are committed to building an inclusive and accessible workplace. We welcome applications from individuals of all backgrounds and experiences. Accommodations are available throughout the recruitment process upon request.