What are the responsibilities and job description for the Special Projects Assistant 1st shift position at IPM Foods?
The Special Projects Assistant supports the Director of Strategic Initiatives in planning, coordinating, and executing a wide range of cross-functional projects across both NaturPak facilities. This role is hands-on and highly varied — one day may involve tracking a capital project timeline, the next may require coordinating with engineering, operations, or outside vendors. The ideal candidate is resourceful, dependable, and eager to learn how the business runs from the ground up.
Key Responsibilities
- Provide direct administrative and operational support to the Director of Strategic Initiatives on active projects and initiatives.
- Track project timelines, action items, and deliverables; follow up with stakeholders to keep tasks on schedule.
- Assist with coordination between departments including Operations, Engineering, Quality, HR, and Finance.
- Support engineering and capital improvement projects by gathering information, scheduling meetings, and documenting progress.
- Prepare project status updates, reports, and presentations using Microsoft Excel and PowerPoint.
- Attend project meetings, take detailed notes, and distribute action items to relevant team members.
- Research vendors, suppliers, and service providers as directed; compile quotes and comparison summaries.
- Assist with on-site walkthroughs, facility assessments, and project implementation activities at both plants.
- Maintain organized records of project documents, contracts, permits, and correspondence.
- Handle special assignments and one-off tasks as directed by the Director of Strategic Initiatives.
- Communicate professionally with internal teams, contractors, and external partners.
- Monitor daily tasks of trade workers based on skills, project priorities, and material availability.
- Safety & Compliance: Enforce OSHA and company safety regulations and inspect the site for hazards.
- Resource & Material Management: Coordinate equipment use, track material deliveries, and requisition supplies to prevent work bottlenecks.
- Quality Control: Inspect work-in-progress to ensure craftsmanship meets contract documents and fix deficiencies early.
- Communication & Reporting: Act as the primary link between field workers and project superintendents/managers, logging labor hours and daily progress.
- All other duties as assigned.
Qualifications
- High school diploma or GED required.
- Strong organizational skills and attention to detail — able to manage multiple tasks and shifting priorities.
- Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).
- Strong written and verbal communication skills.
- Self-starter with a "whatever it takes" attitude and willingness to learn.
- Ability to work independently and follow through on assignments without constant direction.
- Comfortable working in both office and manufacturing environments.
- Prior experience in manufacturing, construction, or project support a plus — but not required.
- Bilingual (English/Spanish) a plus.
Physical Demands
- Ability to sit, stand, and walk throughout facilities as needed.
- Occasional lifting up to 30 lbs.
- Ability to work in varying environments including office, production floor, and outdoor areas.
- Travel between both NaturPak facilities as required.
Work Environment
- Dynamic, fast-paced environment with frequent cross-departmental interaction.
- Project assignments and priorities may shift quickly — adaptability is essential.
- Exposure to manufacturing floor conditions (noise, temperature variation, equipment) during site visits.
- Must adhere to all GMP, PPE, and food safety requirements when on the production floor.
1st shift