The Production Office Manager supports all production, sanitation and operation functions with expert administrative skill. They help create office management procedures that ensure effectiveness, efficiency and compliance. The Office Manager will identify ways to add value across teams through execution of projects and strategic initiatives. Decision making capability, detail orientation, sense of accountability and creative problem solving are crucial to ensuring success in the role.

As the SQF Administrator, their key responsibility is the maintenance of production certifications and related food safety and quality assurance documents. They support company operations by maintaining documentation in accordance with company standards, best practices, and as required by certifying agencies. They are fully responsible for maintaining the Safe Quality Food (SQF) system. They assist in the development, implementation and maintenance of the Food Safety Plan while complying with all regulatory requirements. They work closely and collaboratively with Plant Manager, Production Manager and QA/QC FS Manager to ensure rigorous compliance. Reports to the CEO/President.

Essential Job Functions

• Maintain the SQF document system
• Back up SQF Practitioner
• Responsible for maintaining and implementing staff training documentation needs with in the SQF system
• Understands and ensure compliance of Gagne Foods SQF program and ensure compliance with related policies and procedures
• Maintains all documentation for raw materials and register
• Creates and keeps all finished product specification records up to date
• Maintains the company Customer Complaint Register
• Maintains records and obtains UPC codes on both GS1 US and Canada
• Follows all Food Safety guidelines, such as, but not limited to: Good Manufacturing Practices (GMP's), Allergen Program, Quality, Hazard Analysis and Critical Control Points (HACCP), Sanitation
• Ensures all documentation for Contract Manufacturing is up to date
• Keeps current on standards to obtain Kosher certificates
• Responsible for Canadian Documentation process/uploading. Including TCE, packaging portal, and GS1 Canada and SQF, and other required paperwork
• With others, selects, evaluates and monitors approved suppliers and raw materials
• Keeps current on changing industry landscape and ensures compliance and continuous improvement
• Provides current and historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of production related records
• Reads, analyzes, and interprets and general food industry periodicals, professional journals and government regulations and provides senior management with a summary idea that could scale to business needs
• Effectively writes professional reports, business correspondence (contract manufacturing, Food Safety/Food Quality (FS/FQ), 3rd party audits, Identity preserved foods, SQF and National Sanitation Foundation (NSF) and procedure manuals as required
• Assists with Organic certification and compliance

Competencies

• Highly proficient with Microsoft Word, Excel and PowerPoint software programs
• Working knowledge of Food GMP's, Standard Operating Procedure (SOP's), Standard Sanitation Operation Procedure (SSOP’s), HACCP/Food Safety, Regulatory and Environmental guidelines
• Excellent administrative skills
• Strong attention to detail; strong time management, project management, and organizational skills; able to perform a wide variety of tasks and multi-task efficiently
• Open/direct communicator with strong decision-making skills
• Able to accept direction. Needs to be comfortable and flexible with evolving priorities and roles.
• Problem solver who can see the downstream effect or potential unintended consequences of actions
• Able to effectively gather, read, interpret, analyze; able to present data and information in a resourceful manner
• Proficient in use of various "mainframe" data management systems and protocols
• Able to resolve practical problems and deal with a variety of variables
• Able to interpret a variety of instructions furnished in written, oral, diagram or schedule form
• Able to calculate figures, (mass balance organic), determine processing rates, work with percentages and fractional calculations
• Actively participates, collaborates and contributes as a team player
• Able to perform daily work in a typical office environment seated for extended periods with exposure to computer monitors and repetitive operation of keyboard required

Specific Job Requirements

• Works closely and collaboratively with Plant Manager, Production Manager and QA/QC FS Manager to ensure strict SQF compliance
• SQF Administration, including yearly audit preparation
• Responsible for the timely and accurate administration of the SQF document system
• Assists Plant Manager, Production Manager with SQF documentation updating

• Keeps copies of daily log files and current employee handbook
•  Second sign off on daily logs

• Creates new SQF documents as necessary (i.e. Daily testing logs)
• Maintains and self-audits all document changes in SQF system
• Organizes and assists in taking new items through SQF system
• Responsible for production, food quality and safety audits preparation and execution support, as well as follow up for any corrective actions
• Answers and screens incoming phone calls, records/forwards requests
• Assists CEO/President in day-to-day tasks and special projects i.e., special

spreadsheets, typing letters, filing, and data entry

• Takes and publishes notes for HACCP meetings, company meetings and investor meetings
• Is responsible for cleaning the production office
• Validates effectiveness of food safety systems and quality controls
• Perform additional, related duties as requested
• Member Crisis Management Team
• Member Safety and Quality Development Team
• Member Recall Team
• Customer Complaint Team
• required to notify management about actual or potential food safety issues
• Other duties as requested