OFFICE STAFF

JOB SUMMARY

The Office Staff is responsible for providing administrative and operational support to ensure the smooth and efficient day-to-day activities of RSL Food Product. The position handles documentation, data encoding, records management, coordination with production and other departments, monitoring of supplies and inventory, and preparation of reports.

The Office Staff must maintain accuracy, confidentiality, organization, and professionalism in handling company records and communications.

DUTIES AND RESPONSIBILITIES

1. Administrative Duties

• Perform daily clerical and administrative tasks.
• Prepare, encode, print, photocopy, scan, and organize documents.
• Maintain proper filing and safekeeping of company records.
• Receive and distribute documents and internal communications.
• Monitor office supplies and coordinate requests for replenishment.
• Assist in scheduling meetings, activities, and company-related events.

2. Production and Operations Support

• Coordinate with the Production Team regarding daily production activities and requirements.
• Encode and maintain daily production records.
• Monitor production schedules and report delays, shortages, or operational concerns.
• Assist in preparing production-related documents and reports.
• Coordinate with Warehouse, Purchasing, Sales, and Production regarding operational requirements.
• Ensure that required documents are properly completed and submitted.

3. Inventory and Materials Monitoring

• Assist in monitoring raw materials, packaging materials, and finished products.
• Maintain accurate inventory records and encoding.
• Assist in monitoring stock levels and identify shortages or discrepancies.
• Coordinate with concerned personnel regarding inventory adjustments and replenishment.
• Assist in preparing inventory reports and supporting documents.

4. Sales and Order Documentation

• Receive and encode customer or sales orders when assigned.
• Prepare necessary documents such as delivery receipts, invoices, order forms, and other sales-related records.
• Coordinate with Production and Warehouse regarding order status and availability.
• Monitor pending and completed orders.
• Report discrepancies or concerns regarding orders to the immediate supervisor.

5. Reports and Data Management

• Prepare daily, weekly, and monthly reports as required.
• Maintain accurate databases, spreadsheets, and monitoring files.
• Ensure that all encoded information is complete and accurate.
• Assist management in gathering information needed for reports and decision-making.
• Maintain organized electronic and physical records.

6. Food Safety and Documentation Compliance

• Follow company policies, procedures, GMP, food safety, hygiene, and sanitation requirements.
• Properly maintain production and food safety-related documents assigned to the office.
• Immediately report documentation discrepancies or concerns affecting food safety and operations.
• Support the implementation of company standards and procedures.

7. Communication and Coordination

• Communicate professionally with employees, suppliers, customers, and other departments.
• Coordinate office concerns with the appropriate personnel.
• Respond to inquiries and route concerns to the responsible department.
• Maintain proper communication between the office and production areas.

8. General Responsibilities

• Maintain confidentiality of company information and records.
• Ensure that all assigned tasks are completed accurately and on time.
• Maintain an organized and professional office environment.
• Perform other related duties and responsibilities that may be assigned by management.

QUALIFICATIONS

• Graduate of Business Administration, Office Administration, Accounting, Management, or any related course.
• Previous office, administrative, food manufacturing, or operations experience is an advantage.
• Knowledgeable in Microsoft Office, particularly Word and Excel.
• Good communication and interpersonal skills.
• Organized, detail-oriented, and reliable.
• Able to multitask and work under minimal supervision.
• Willing to coordinate with different departments and production personnel.
• Willing to work in a fast-paced food manufacturing environment.

KEY COMPETENCIES

• Administrative and clerical skills
• Data encoding and record keeping
• Microsoft Excel proficiency
• Organization and time management
• Attention to detail
• Communication and coordination
• Problem-solving skills
• Confidentiality and professionalism
• Teamwork
• Ability to work under pressure

PERFORMANCE INDICATORS / KPIs

• Accuracy and completeness of records and reports
• Timely submission of required documents
• Accuracy of inventory and production encoding
• Proper filing and document organization
• Timely coordination of operational concerns
• Compliance with company policies, GMP, and food safety requirements
• Responsiveness to internal and external requests
• Overall efficiency and reliability in administrative support