Operations Coordinator - Milk Specialties Global

At Milk Specialties Global, our focus is to create high quality ingredients designed to optimize health and nutrition. We are passionate and dedicated people. Each day, we collectively explore new, innovative ways to enhance product performance and value through our broad human and animal nutrition portfolios. The animal nutrition division is a leading supplier of functional fats, proteins and carbohydrates. We offer a comprehensive benefits package which includes medical, dental, vision and life insurance as well as a healthy 401(k) company match program.

The Operations Coordinator has the responsibility for managing office and plant business systems and developing process improvements to support and maintain timely and accurate information flow.

Responsibilities: 

• Customer and Order Management:
  • Receive and accurately process customer orders within 24 hours of receipt and process through System 21Send out Order Acknowledgements on all customer orders.
  • Process changes to orders as needed, communicate change with customers and staff as needed, resend order acknowledgement to customer.
  • Scan PO from customer into Smart Search for each order.
  • Scan BOL, pick, trailer inspection form, and anything else we have for each order into Smart Search.
  • Assist with problem resolution of customer inquiries and concerns.
  • Assist with freight quotes when customers request one.
  • Handle and mail checks that come in from customer or from companies that we send metal or pallets to for a credit to the lockbox.
• Order Processing and Data Entry:
  • Accurately enter and process work orders into the company’s production management system.
  • Create and issue purchase orders based on production requirements and inventory levels.
  • Ensure that purchase orders align with production needs and vendor agreements.
  • Act as a liaison between the production team, procurement department, and vendors to ensure smooth operations.
• Administrative and Office Support:
  • Perform general administrative responsibilities as needed including miscellaneous filing, distributing and sending faxes, coordinating office machine maintenance, document preparation, and office organization.
  • Answer incoming calls and direct them to appropriate person. Screen calls and take messages as necessary. Greet and direct all visitors.
  • Daily sort all incoming company mail and UPS packages and distribute as necessary. Prepare outgoing mail. Prepare all pick-ups and necessary paperwork for outgoing UPS and Fed Ex shipments.
  • Maintain office area daily and maintain inventory of supplies and order when needed.
• Inventory Management and Supplies:
  • Order supplies for the Plant/Lab and own the inventorying of said items.
  • Manage safety shoe/boot ordering.
  • Maintain PPE for visitors, sanitize safety glasses and hard hats after each use, and make sure stock is adequate. Keep storage area organized and clean.
• Vendor Management and Coordination:
  • Maintain organized records of all purchase orders and related documentation.
  • Set up new vendor requests and processes with Finance.
  • Maintain relationships and management of vendors such as Aramark, Canteen, and Culligan water.

• Human Resources Liaison:

• Coordinate candidate interviews with plant management as needed.
• Extend offers to hourly plant employees. May include answering and communicating employment and benefit related questions.
• Manage pre-employment process with all hourly plant employees.
• Conduct and manage new hire onboarding process for hourly new hires
• Set-up and maintain employee personnel ghost files. Ensure originals or copies of documents are routed to Corporate HR as directed.  (Refer to ghost file cheat sheet)
• Communicate and manage paid time off program for all hourly plant employees.
• Manage the No Fault Attendance policy and issue and maintain corrective action documents in accordance with the policy.
• Manage data accuracy in HRIS for employees.
• Assist in preparation and communication of potentially confidential information via letters, memos, offer letters, general correspondence and general communications.
• Proactively partner with designated Regional HR Manager on employee relations concerns.
• Connect with employees on behalf of Regional HR Manager, (ie: benefit questions LOA/FMLA, paycheck concerns)
• Partner with Corporate HR team to support annual initiatives including but not limited to; performance management, open enrollment and policy changes.
  • Assist with organizing employee activities and functions.
  • Review daily timekeeping exception report and contact Supervisors regarding issues. Biweekly complete payroll summary and send to Payroll for processing.
  • Maintain employee absence records including employee vacation, holidays, sick days and personal days.
  • Complete employee status change forms, obtain necessary approvals, and forward to Human Resources for processing.

Position Requirements:

• 1-3 Years Previous Experience in Finance, Inventory Control or Purchasing in a Manufacturing Environment
• Preferred:
• Hands on knowledge of ERP systems, process improvement or manufacturing tools.
• Strong Project Management, Interpersonal and Analytical Skills
• Excellent Knowledge of Computer Business Systems and their applications