Assistant Office Specialist

Assistant Office Specialist

Reporting directly to the Plant Administrator, this role will assist with production planning, customer service, and providing support to the Management team. Responsibilities include routine clerical and administrative functions such as scheduling, organizing, and maintaining paper and electronic files. This position requires the ability to handle information and documents in a professional and confidential manner.

Schedule: Shift starts at 4am, must be available to work weekends.

Starting Pay: $20/hr

Duties & Responsibilities

• Assist the Plant Administrator with the recruitment process such as reviewing applicants, scheduling interviews, and DOT pre-employment requirements for truck drivers.
• Provide support in setting up new hires with timecards, fobs, and onboarding training. 
• Assist with orientations for new hires with start-day and first-day information.
• Maintain all paperwork according to Panera’s record retention requirements.
• Assist in checking ingredients to ensure adequate inventory.
• Order office supplies, gloves, QCP forms, safety shoes, ingredients, etc. as needed.
• Ensure all cafe orders have been entered and properly transferred to OPM in the absence of the Plant Administrator.
• Assist the Plant Administrator with paperwork for production start-up, product packing, and finished BOLs and invoices for distribution.
• Process add-on orders as needed and ensure that the product is available to fulfill them. 
• Provide customer service to customers and vendors by resolving and responding to issues quickly and professionally.
• Notify the FDF team of product shortages, add-ons, and special orders needed.
• Communicate café credit reconciliations, reconcile delivery discrepancies, and credit to be issued to cafes.
• Any other duties as assigned.

Qualifications (Education & Experience)

• High school diploma or equivalent.
• Two to four years of experience in a similar role.
• Microsoft Office: Outlook, Word, Excel
• Workday HRIS
• Excellent organizational and multi-tasking skills
• Customer service/telephone etiquette; Panera Warmth to all customers and vendors

Working Conditions

• Required travel – 0%

Physical Requirements

• Stand: 20%; Walk: 20%; Sit: 60%.

• Lift/Carry: 10 lb.
• Static p/p: 5 lb.

• Lift bulky objects:  No
• Pinch minimum: 5 lb.
• Grasp minimum: 5 lb.

• Full range of motion required: Hands and Fingers (Rt. and Lt. Thumb, Index, and Middle) to operate keyboards.
• Use arms and hands to operate keyboards and answer the telephone.

• Working Conditions: Office environment

Direct Reports

• None

Starting pay $20/hr

New Jersey FDF