Summary

The Frozen Foods Scheduling Coordinator / Manufacturing Administrator responsible for the scheduling of all production employees in the Production Department to meet labor and quality standards using the scheduling software provided. The position will support both AM and PM shift operations. Duties include tracking and maintaining skills in the software to ensure that employees are scheduled appropriately for skill development and line optimization. Reconcile software verses Ultimate Kronos Group (UKG) time clock data daily to ensure all employees are accounted for. Input labor variances for special handling, employees assigned to other departments and rework. Key contact for scheduling questions and call ins.

Frozen Foods Scheduling Coordinator / Manufacturing Administrator also supports the Production department, administratively in relation to employee rosters, time tracking, leave requests and warnings, and batch sheets. They generate reports for Tier board Key Performance Indicators (KPIs), attendance, wage and hour compliance and breaks and lunch tracking. This role is also responsible for system reports and communication in support of Business Unit Managers.

Essential Duties And Responsibilities

Technical

Create, edit, and publish manufacturing reports, tables, Standard Operating Procedures (SOPs), and slideshows. Oftentimes, this position must observe or work certain positions or in certain tasks on the manufacturing floor to properly create manufacturing files.
Analyze yield data of Works in Progress (WIPs) from Kitchen, and Frozen Assembly and recommends changes when deviations exist, resulting in reduced disposals and line shortages. Prepare and publish twice-daily reports for supervisors, and team leaders showing actual and historical yield data from production from previous day.
Create and submits Manufacturing Change Requests (MCRs) as needed to modify staffing, case goals, and line set-ups.
Coordinate and Lead new products startup meetings and follow thru action items with Culinary and operations.
Support daily department operations by maintaining the staff rosters.
Reconcile all times daily by comparing the People and Production Supervisors records to actual punch times. Any discrepancies are brought to the supervisor’s attention for correction.
Work with Human Resources generate attendance warnings based on Amy’s attendance policy.
Prepare tracking reports for miss-punches, absences, and terminations.
Prepare tracking reports for wage and hour breaks/lunch compliance.
Proficient in Quintig for scheduling duties.
Record leave requests into Quintig for easy tracking of planned and unplanned absences.
Investigate and troubleshoot payroll and scheduling discrepancies in UltiPro and fix as needed.
Record and communicate daily call-ins.
Review and Scan Production Batch sheets. Give correction requests to appropriate Supervisors.
Knowledge and use of Oracle for e-Business Suite (EBS)/Forms and Business Intelligence (BI).
Preventive Controls Qualified Individual (PCQI) designee responsibilities. Including sign off on all batch sheets.
Create and maintain graphs in Excel for Key Performance Indicators (KPI) on Tier Boards.
Keep documents legible, organized and scans to image library.
Assume ownership of all assigned tasks. Asks for help or training when needed.

Staffing

Support Training Coordinator to train and supervise work of temporary employees. Maintain training records and skill levels to schedule appropriately in the scheduling software.
Track employees’ skills to assist the leads, trainers, and supervisors in recommendation of temporary employees for rollover, extension, or separation. Proactively and appropriately follows up with supervisors regarding employees needing attendance improvement.
Create reports as needed to inform Supervisors and Training Coordinators of skills gaps so they can plan training accordingly.
Maintain offsets for start times of the supporting functions associated with the lines (Setup, Operators, Leads, etc.).
Create the daily schedule and staffing list. Coordinate between the supervisors and temp agency if there is need for temporary employees.
Support and listen to employees in a respectful, fair, and consistent manner regarding scheduling questions and issues.
Assist the Supervisor to keep track of employee leave requests, Paid Time Off (PTO) and time punch corrections.
Record and communicates daily call ins.
Is approachable by employees.

Communication

Communicate with department managers and supervisors on any trends impacting attendance or issues with compliance for breaks/lunches.
Explain time off request process to employees.
Work closely with Human Resources on absences, LOA’s and other attendance related.

Planning

Review the production schedule vs scheduling software to insure they match and communicates necessary change requests to planning with enough advance notice to avoid an emergency schedule change.
Communicate the need for early and late starts for the line to the planning department.
Work with planning to schedule training, corporate presentations, rework, and other events, as necessary.
Work with supervisors to create labor standards for new products and communicates these to corporate prior to running the new product. Sends updates after the product is produced to ensure the standard is accurate.
Optimize the scheduling workload for maximum efficiencies.
Manage time off requests through UltiPro.
Timely communication with employees about time off requests
Organize and distribute Payroll to the Department Supervisors
When requested, places orders for Manufacturing operational supplies.

Controlling

Report actual staff verses plan daily.
With direction from the supervisor submits requests for correction to labor standards as needed.
Perform other tasks as assigned by the Supervisor.

Reporting

Assists the Supervisor and Controller by completing a daily report that explains in detail reasons for labor variances.
Creates reports as needed which may include labor variance reports, employee skill level reports, special handling and employee assigned to other departments.

Other

Responsible for learning the Human Resource Management System (Ultimate Kronos Group or UKG).

Ability to work in a team

Able to work some overtime if needed.
Work closely with Human Resources and Plant Management
Perform other Manufacturing administrative functions on an as-needed basis.

Trustworthiness

Has excellent attendance.
Makes employees feel comfortable and is approachable.

It is the responsibility of all employees to uphold the mission of the Amy’s Food Safety and Quality Policy. This includes following all Food Safety and Sustainability programs and participating in all required training.

Supervisory Responsibilities

None

Qualifications And Skills

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to work with limited direct supervision and input from a group.

EDUCATION And/or EXPERIENCE

Minimum of 3 years of experience in a position which requires use of computer programs to complete job duties.
Accounting, bookkeeping, scheduling and/or inventory management experience are preferred.
Proficient in Word and Excel.
Proven ability to work in a team.
High School diploma or GED
Experience in an administrative role preferred.
Some exposure to manufacturing is preferred.
Speaking Spanish preferred.

COMPUTER SKILLS

Familiar with MS Word, PowerPoint, Outlook, and Excel.
Will be required to work with scheduling software, spreadsheets, and complete reports.
Ability to quickly learn manufacturing aspects of Kronos, including reporting and scheduling functions.
Knowledgeable about using the Enterprise Resource Planning (ERP) system is preferred.

Language Skills

Ability to read, write and interpret documents such as operating instructions and procedure manuals.
Ability to communicate effectively and efficiently with the production team (Supervisors, Leads, Training Coordinators and Employees).
Proficient in English, some Spanish preferred.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate and percentages.
Have a good understanding of production standards and efficiencies.

REASONING ABILITY

Able to look at trends and variances to come up with recommendations for resolution.
Able to participate with the Production Management Team as an integral member seeking to continually learn and improve how the team operates.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to design the workflow for maximum performance.
Ability to rapidly learn manufacturing processes and scheduling guidelines.
Ability to interpret bar, line, and pie graphs.
Ability to see patterns while processing data.

PHYSICAL DEMANDS

The employee may occasionally lift and/or move up to 15 pounds.
Ability to stand and/or walk for several hours a day.
Ability to perform manual operations where repetitive motion is required.

WORK ENVIRONMENT

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The employee may be exposed to wet and/or humid conditions, extreme cold, extreme heat, slippery floor, and risk of electrical shock. The noise level in the work environment is usually moderate with hearing protection required in most areas.

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