SM Production Administrative Assistant

Southmill Champs; Five Points (PA); On-site; USD 36,000 - 48,000; Full time

Job summary

Southmill Champs is seeking a Production Administrative Assistant to support daily operations in Kennett Square, PA. The role involves hands-on production floor support, data entry for packing logs, and payroll-related tasks.

Ideal candidates have 2–4 years of admin experience in manufacturing or distribution, with strong Excel, ERP/CMMS skills, and keen attention to detail. This full-time position offers stability and room to grow within the production team.

Qualifications

• High school diploma or equivalent required.
• 2–4 years of administrative support experience in manufacturing or distribution.
• Fresh Produce, Food Processing, or Consumer Packaged Goods experience preferred.

Responsibilities

• Daily Production & Operational Support: Collate, record, and verify daily packing logs across all packaging lines; input daily yield, throughput, labor hours, and downtime data into ERP/CMMS systems.
• Quality Assurance & Regulatory Tracking: Maintain audit-ready documents for HACCP, SQF, USDA, and customer guidelines; document non-conformances and product rejections.
• KPI & Metrics Reporting: Generate daily/weekly/monthly KPI dashboards and QA scorecards; monitor defect trends and OTIF metrics for continuous improvement.
• General Departmental Administration: Maintain attendance, shift rosters, payroll approvals; organize meetings and training records for staff.
• Communication & Follow-Up Support: Facilitate communication between production leadership and support departments; follow up on pending items and distribute reports.

Skills

Microsoft Office proficiency

Excel advanced

Attention to detail

Organizational skills

Multitasking

Independent working

Communication

Education

High school diploma or equivalent

Associate degree or vocational certification in Business Administration or Logistics

Tools

SAP

Oracle

CMMS databases

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

SM Production Administrative Assistant

Full Time Admin Staff Kennett Square, PA, US

Position Summary:

The Admin Assistant for Production manages essential administrative functions, including daily and weekly dashboards, payroll support, reporting, and routine follow-up activities. This role helps managers address day-to-day operational issues, spend meaningful time on the production floor, and provide stronger support to employees. The position adds depth to the team, improves continuity, and helps ensure critical administrative responsibilities are completed accurately and on time.

Role and Responsibilities:

The following functions are considered essential to the position. This list is intended to describe the primary responsibilities of the role and is not necessarily exhaustive.

• Daily Production & Operational Support: Collate, record, and verify daily packing logs across all packaging lines, including Value-Added, Retail, Bulk, and Foodservice. Input daily yield, throughput, labor hours, and downtime data into ERP/CMMS management systems. Prepare daily production schedules, line assignments, and operational paperwork for shift leads and supervisors. Monitor packaging material inventory levels and initiate purchase requests or warehouse transfers.

• Quality Assurance & Regulatory Tracking: Consolidate and archive daily QA audit sheets, temperature logs, sanitation checklists, and metal detector verification records. Maintain audit-ready document control systems for food safety compliance, including HACCP, SQF, USDA, and customer-specific guidelines. Document non-conformance reports, hold logs, and customer product rejections for management review.

• KPI & Metrics Reporting: Generate and distribute daily, weekly, and monthly KPI dashboards, including Overall Equipment Effectiveness (OEE), downtime metrics, packaging yields, giveaway percentages, scrap/rework rates, OTIF performance, labor efficiency, and units-per-labor-hour (UPLH). Track QA scorecards, product defect trends, and customer complaint metrics to support continuous improvement initiatives.

• General Departmental Administration: Maintain employee attendance records, shift rosters, and payroll timecard approvals for packaging personnel. Organize interdepartmental meetings, record minutes, and track action items for plant leadership. Assist in onboarding and maintaining training records for temporary and full-time packaging staff.

• Communication & Follow-Up Support: Support communication between production leadership and support departments by following up on pending items, distributing reports, and ensuring required documentation is complete.

Education

• High school diploma or equivalent required.

Experience

• 2–4 years of administrative support experience in a manufacturing or distribution environment. Fresh Produce, Food Processing, or Consumer Packaged Goods experience preferred.

Required Skills / Knowledge

• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.

• Experience using ERP software, such as SAP, Oracle, or proprietary food-processing systems, and CMMS databases.

• Advanced Excel skills, including data entry, pivot tables, and basic formulas.

• Strong attention to detail, excellent organizational skills, and the ability to multitask in a fast-paced environment.

• Ability to maintain accurate records and audit-ready documentation.

• Ability to work independently with minimal supervision while supporting multiple managers or departments.

Preferred Qualifications

• Associate degree or vocational certification in Business Administration or Logistics is a plus.

• Experience in Fresh Produce, Food Processing, or Consumer Packaged Goods environments preferred.

• Basic understanding of manufacturing, production, or packaging operations preferred.

• Bilingual English/Spanish preferred, if communication with production employees makes this valuable.

Schedule: Monday–Friday, with occasional Saturdays as needed.