Quaker Bakery Brands, Inc.
Job Description – Plant Administrative Coordinator & Food Safety Support
Position Title: Plant Administrative Coordinator & Food Safety Support
Directly Reports To: Director of Technical Services
Direct Reports: None
Department: Technical Services (with cross-departmental clerical support)
Effective Date: June 8, 2026
Position Summary & Reporting Structure
The Plant Administrative Coordinator is an administrative and clerical support role reporting to the Director of Technical Services. The position keeps the company’s food safety documentation and plant records accurate, organized, and audit-ready, performs routine data entry of plant metrics, and provides general clerical support across the organization.
The Director of Technical Services owns and holds final decision-making authority over all food safety, quality, and regulatory programs. The Plant Administrative Coordinator does not own programs, does not set policy, and does not serve as the company’s Preventive Controls Qualified Individual (PCQI) or SQF Practitioner. The position executes documentation, recordkeeping, scheduling, and data-entry tasks under the direction of the Director of Technical Services and, as time allows, supports other departments.
Position Objective
To support the Director of Technical Services by maintaining accurate, organized food safety and plant documentation, performing routine data entry of plant metrics, and providing general administrative support across the organization — freeing leadership to focus on program ownership, decision-making, and audit leadership.
Responsibilities & Duties
Food Safety Documentation & Recordkeeping (Primary Focus)
- Maintain, organize, and file all SQF, AIB, and food safety documentation — both paper and electronic — into the appropriate folders and computer systems, keeping records accurate, complete, and easy to locate.
- Verify that required forms and records are received from plant and department personnel; follow up on missing paperwork and notify the Director of Technical Services of any gaps.
- Maintain and update online portals and platforms such as Kosher, Repositrak, and 1WorldSync with current information, under the direction of the Director of Technical Services and National Sales Manager.
- Update and maintain the Chemical, Contractor, and Approved Supplier lists as needed. Inform the Director of Technical Services of any changes.
- Keep the Food Safety Manual and calendar, logs, and program binders current by inserting updated documents, retiring superseded versions, and maintaining the filing structure.
- Maintain Approved Supplier files, Allergen Statements, Letters of Guarantee, and all other related paperwork associated with current, new, or sample raw materials and packaging items. Ensure files areup to date and accurate; alert the Director of Technical Services when documents are expiring or missing.
- Compile and file label documentation and product specification paperwork; route updated label information to the appropriate personnel as directed.
- Maintain records retention in accordance with company and third-party policy and required timeframes.
- Assemble all monthly audit notes and pictures provided by the Director of Technical Services and remit to appropriate personnel for follow-up and corrective actions. Ensure all corrective actions are completed on schedule; report any anomalies to the Director of Technical Services.
- Perform all necessary product testing needed. Ship samples on prearranged schedule for third party tests. Compile test results in appropriate documents and send to Director of Technical Services for analysis.
- Ship out monthly swab testing samples, maintain appropriate swab inventory, collect third party test results data and enter into EMP program tracking document. Communicate any results outside of required parameters to Director of Technical Services.
Plant Metrics & Data Entry
- Collect hand-completed downtime sheets and other production records from plant-floor leads and enter the data accurately into the designated Excel spreadsheets and trackers. Submit completed report to Director of Technical Services every Wednesday..
- Maintain plant metric trackers (e.g., downtime, production, and related logs) in an accurate, current, and consistent condition as directed.
- Flag missing, incomplete, illegible, or unusual entries to the Director of Technical Services for review.
- Compile routine plant data into the formats requested for management review.
Audit & Inspection Support
- Assemble and organize documentation packets in preparation for third-party, regulatory, and certification audits (SQF, AIB, FDA, WDA, Kosher, Non-GMO).
- Schedule audit-related meetings and training sessions and distribute related materials at the direction of the Director of Technical Services and/or Plant Manager and Plant Engineer.
- Take notes during audits and meetings and maintain corrective-action and follow-up to-do lists for the Director of Technical Services. The position supports audits clerically and does not lead audits or inspections.
- File completed corrective-action documentation and verify that records are returned and stored properly. Upload corrective actions to portals as necessary.
Training Administration Support
- Schedule food safety, GMP, SOP, SSOP, allergen, and HACCP/HARPC training sessions and distribute training materials prepared or approved by the Director of Technical Services.
- Collect, verify, and file training sign-off sheets and quiz results, and track completion to ensure all required records are captured.
- Assist with new-hire administrative onboarding such as preparing paperwork, organizing GMP quiz results for review, and coordinating plant-tour scheduling. Training content is delivered by the Director of Technical Services or designated personnel.
Cross-Departmental Clerical Support
- As workload allows, provide general clerical and administrative support to the Sales department, such as preparing customer documentation, organizing specification sheets, data entry, and supporting order-related paperwork.
- Provide clerical and administrative support to Production, such as maintaining and filing production paperwork, entering data, and helping keep departmental records organized.
- Assist the office with general administrative overflow as needed, including filing, data entry, scheduling, correspondence, and document preparation.
General
- Maintain open, courteous communication with office and production personnel.
- Keep the Director of Technical Services informed of issues, gaps, or anomalies discovered while handling documentation and data.
- Perform all other clerical and administrative tasks as needed or assigned.
Skills & Qualifications
- High school diploma or equivalent required. Additional administrative coursework or experience is a plus.
- Strong organizational and clerical skills, with close attention to detail and accuracy in filing and data entry.
- Proficiency with Microsoft Word, Excel, and Outlook, including comfort accurately transcribing handwritten records into spreadsheets; ability to learn company-specific software and online portals.
- Reliable and dependable, able to follow established procedures and direction.
- Good written and verbal communication skills and a pleasant, cooperative demeanor with office and production personnel.
- Ability to manage multiple tasks and prioritize in a fast-paced environment.
- Willingness to learn basic food safety, GMP, and documentation requirements. Prior food safety, manufacturing, or administrative experience is helpful but not required — the company will provide role-specific training.
- No science degree, PCQI certification, or SQF Practitioner credential is required; food safety program ownership and qualified-individual responsibilities rest with the Director of Technical Services.
This job description describes the general nature and level of work expected. It is not an exhaustive list of all responsibilities, duties, and skills required, and may be modified at the company’s discretion.
Pay: From $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Employee discount
- Health insurance
- Health savings account
- Life insurance
- On-the-job training
- Paid time off
- Referral program
- Retirement plan
- Vision insurance
Work Location: In person
