General Description:

The Office Manager is responsible for completing assigned duties to ensure customer, team member, and vendor satisfaction. The Office Manager does this by coordinating front office activities, including the reception area, mail, purchasing requests, and facility communications. The Office Manager is also responsible for directing and coordinating office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment. The Office Manager completes these functions in support of the manufacture of dairy-related products.

Job Responsibilities:

Responsible for achieving assigned goals in the areas of manufacturing, safety, quality, performance, and cost. Responsible for complying with GMPs, SOPs, corporate and/or plant policies, rules, and regulations. Aids and support to all areas in the production facility as assigned by supervisor/lead. Oversee and support all administrative duties in the office by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed and supply requisitions are reviewed and approved/ordered. Manage relationships with vendors and service providers ensuring that all items are invoiced accurately and paid when due. Manage office supplies inventory and place orders as necessary. Perform receptionist duties: greet visitors and answer and direct phone calls. Provide other administrative support including scheduling group meetings, maintaining calendars, maintaining bulletin boards, receiving and sorting mail, preparing communications, doing research, and creating reports (OOS, Recon, daily reports, weekly tracking average hours worked, and overtime reporting). Identify opportunities for process and office management improvements, and design and implement new systems. Support finance, plant metrics, and inventory reconciliation reports.   Manage employee badge access and plant uniform program. Review payroll in the HCM system: Payroll / Timesheets, and maintain communication with Supervisors and payroll, to make sure all employees receive payment, correctly and on time. Oversee temporary employee staffing needs and work with various temporary agencies to relay plant needs, record and monitor temporary employee hours, temporary invoice reconciliation, end assignments when necessary, and provide first approval for payment. Record and monitor attendance records for temporary associates, and report to management and staffing agency. Schedule appointments with Common Carriers for Ice Cream Loads. Bid loads and negotiate for the best price and service. Adjust load times as necessary with Acold and communication changes. Track and report daily ice cream mix receivables. Print load tickets and invoices, queries, and maintain inventory in and out of stock in Oracle. Track short orders, cut sheets and return to stock. Act as a liaison for employees as necessary. Covers breaks and lunches and other staffing needs assigned by their supervisor/lead. Compliant with all legal requirements concerning dairy processing and safety on their assigned shift and reported concerns to their supervisor/lead. Works in a safe manner and reports safety concerns promptly to their supervisor/lead and takes corrective actions as necessary to ensure a safe environment, while working with the Safety Committee, tracking safety audits, and maintaining the safety action register. Responsible for reporting food safety problems and initiating action and for supporting SQF by maintaining food safety and food quality. Ensures work areas are sanitary and strictly adhere to sanitation practices. Communication effectively between shifts and other departments. Responsible for ensuring direct reports assigned duties and responsibilities are covered during planned and unplanned absences from work, including acting as a backup as necessary. All other duties as assigned by leadership. 

Essential Knowledge and Skills:

Ability to apply basic to complex mathematical concepts such as adding, counting, subtracting, multiplying, dividing, and knowledge of weights and measures, to sufficiently handle job tasks. Knowledge of general computer functions such as Microsoft Office programs, Excel spreadsheets, etc. Understand and respond appropriately to basic to complex employee, vendor, and customer inquiries. Read, write and communicate using English language sufficient to perform job functions (Other preferences will be given for special language skills when there is a business need). Knowledge of the company's mission, purpose, goals, and your role in achieving each of them. Ability to operate equipment as required in the assigned area. Satisfactorily complete all company training requirements. Ability to interpret company documents and literature and UPC/code information. Must always maintain professional decorum and a high level of confidentiality. Knowledge of office management responsibilities, systems, and procedures. Excellent written and verbal communication skills. Strong organizational, planning, and time management skills.

Education/Experience:

HS Diploma or GED is highly preferred. 2+ years of administrative support/office management experience is highly preferred.

Performance Standards:

Responsible for reporting to work at scheduled times and communicating tardiness and absences with the assigned Supervisor/Manager before the occurrence. Responsible for reporting to work in a condition to work. Responsible for being well-groomed and always dressed in business- and position-appropriate attire including ensuring compliance with GMP dress code standards. Comply with performance criteria, and standards of conduct as contained in company policy, employment procedures, and responsibilities as described in the company handbook. Always maintain a safe work environment and immediately report and take appropriate action to correct a safety concern. Responsible for completing all assigned tasks and responsibilities as assigned.

Work Schedule:

Requires morning, afternoon, and overnight availability any day of the week based on assigned shifts. Requests to be scheduled off for a specific day require advance notification and approval by the Supervisor/Manager. Hourly: Generally scheduled for 40 hours; more hours may be required based on the needs of the business.

Environmental Concerns:

Normally protected from weather and temperature changes possible. Exposure to hot, cold, wet, humid, or windy weather conditions does exist. May be subject to exposure to ingredients used in the manufacture of food products including allergens. May be subject to exposure to chemicals involved in the manufacture and sanitation of a food processing facility.

Physical Job Requirements:

The ability to move throughout all areas of the facility including but not limited to office, production, and warehouse environments. Including the outside perimeter of the building. Able to wear all necessary personal protective equipment to perform job functions. Stand and/or sit continuously and perform job functions for a full shift with a meal break. Physically able to stand, bend, stoop, kneel, reach, twist, lift, push, pull, climb, balance, crouch, handle, and move items weighing up to 50 pounds without assistance and move objects exceeding 50 pounds with reasonable accommodations. Visual acuity corrected to perform job functions.

Location:

Syracuse, NY.

 

The wage range for this role considers the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. At Byrne, it is not typical for an individual to be hired at or near the top of the range for their role, and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is $21.50 to $31.00.