Job Title
Frozen Foods Scheduling Coordinator / Manufacturing Administrator
Company Name
Amy's Kitchen
Company website
Company Overview
Founded in 1987 by former CEO Andy Berliner and Rachel Berliner, incorporated since 1988, and still family owned and operated, Amy's Kitchen took its name from their then-newborn daughter, Amy. All of Amy's 250+ products are vegetarian and made with organic ingredients. The company has over 120 vegan offerings and makes over 130 gluten-free products.
At Amy’s, we make it easy and enjoyable for everyone to eat well. We are a family owned, proudly independent organic food company and Certified B Corporation® whose purpose is to make it easy and enjoyable for everyone to eat well. The company is committed to cooking authentic great tasting food with high quality, meticulously sourced organic ingredients and making them convenient for consumers.
Build a career with Amy’s and make a difference!
At Amy’s, we make it easy and enjoyable for everyone to eat well. We are a family owned, proudly independent organic food company and Certified B Corporation® whose purpose is to make it easy and enjoyable for everyone to eat well. The company is committed to cooking authentic great tasting food with high quality, meticulously sourced organic ingredients and making them convenient for consumers.
Build a career with Amy’s and make a difference!
Categories
Job Duties
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).
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).
Job Requirements
- 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.
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.
- 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.
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.
Benefits
When you work at Amy’s you become part of the Amy’s family and we believe in taking care of each other. Our benefits include medical, dental, and vision coverage and a matching retirement savings plan. Our Free Family Health Center offers bilingual services for our employees and their families.
Hours
Full-time
Location
San Jose, CA
Other Application Requirements
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
How to Apply
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