Administrative Specialist

This position is responsible for providing direct support to the plant management team in all aspects of office administration. General responsibilities include daily production planning, human resource administrative support, accounts payable, invoicing, payroll administration, inventory, and customer service. This position requires the ability to handle information and documents in a professional and confidential manner. This position reports directly to the Plant Manager and indirectly to the Senior Manager of Manufacturing Systems and Analysis.

Note: The intent of this job description is to identify the general duties of the job in the majority of the manufacturing system. However, due to size of the facilities, some job functions may alter and/or other duties added to represent a normal work week.

HR Support

In conjunction with FDF management, provide full cycle new hire processing support: conduct hourly phone screens as requested, schedule on-site interviews & process all new-hire paperwork i.e. background checks/drug screen.

Ensure all new hires are processed in Workday (personnel management system).

Set up and maintain personnel files, associate orientation, WOTC, I-9s completed and maintained.

Obtain appropriate documentation and coordinate FMLA requests and communicate with HR Manager and the Benefits Department for processing.

Ensure all terminated associates are paid, conduct exit interviews and work with HR/Payroll to obtain proper termination documentation.

Serve as point person for routine HR/Benefit related questions and work with RHRM and/or Support Center personnel for resolution.

Timekeeping & Payroll

Process weekly payroll for hourly associates and maintain accurate records.

Assist managers with payroll discrepancies and missed punches.

Update attendance book on a daily or weekly basis and assist with the validation and tracking of vacation, sick and personal days are in compliance with timekeeping system reporting.

Maintain payroll files.

Physical Inventory

Enter all food and paper receiving, confirm pricing and enter into system for inventory reconciliation.

Collect appropriate documents and forward to corporate office.

Assist in checking product and material to ensure adequate inventory.

Order and track produce on a daily basis.

Serve as back-up production scheduler.

Safety and OSHA Records

Assist Safety Coordinator with safety files & meetings, and follow-up on injuries and maintain injury files and OSHA logs.

Maintain OSHA logs and post injuries in compliance with OSHA regulations.

Maintain committee, production and distribution meeting files and submit to HR/Administrative Coordinator.

Perform Accounts Payable Duties Control purchasing POs and check invoices for accuracy

Collect packing slips for A/P compliance, assign account numbers and provide complete invoices, prior to Plant Managers review and approval.

Receive quality control credit requests. Monitor vendor credit reconciliation and issue credits to cafes.

Reconcile all weekly invoices for Plant Managers approval, audit invoices, enter into system for payment, submit to corporate office and maintain copies for plant files.

Code and enter AP invoices into Oracle software after approval.

Work with Accounts Payable to set up new vendors; complete required documents to open credit.

Administrative

Order and maintain adequate office supplies.

Responsible for regulatory compliance of personnel and safety records.

Post Panera card slips for associates, collect and email requests to Support Center and distribute to associates.

Update communication boards.

Assist in ordering supplies for the plant (gloves, QCP forms, applications, safety shoes, hiring packets, ingredients) and other supplies when needed.

Responsible for administrative duties, including customer service for all incoming calls from outside customers, vendors and corporate office personnel.

May help with material ordering and provide support to the Distribution Manager for processing daily reports and DOT records.

May respond to and distribute facility e-mail as appropriate.

Provide information (reports, paperwork) to Supply Chain Administration/Accounting Department.

Support associate engagement programs and special events.

Perform all other duties as assigned.

3-5 years' experience as an office manager or similar background. Experience in a manufacturing environment is preferred.

Knowledge of production planning in a manufacturing environment.

Capable of functioning and communicating within a very diverse work group and still maintaining a positive work environment.

Experience with accounting practices such as accounts payable, reconciliations, payroll, and purchasing.

Experience using Oracle or similar software.

Excellent organizational skills.

Basic HR responsibilities such as new hire onboarding, orientations, and benefits.

Strong attention to detail and organizational skills.

Proficient in the use of Microsoft Office including Outlook, Word, and Excel.

May be asked to work some weekends and holidays.

Bi-lingual English/Spanish would be a plus.

At Panera Bread, we share a common set of cultural values:

• No Jerks Our relationships are based on respect and honesty
• No Shortcuts We get the tough stuff done with optimism and mastery
• Profit Provides Possibilities Profit sustains the growth of our concept and our people

We Offer: Competitive Wages Health & Welfare Benefits Company-Matched 401(k) Savings Plan Paid Vacation Paid Holidays Product Discount

Panera operates more than 2,100 bakery-cafes in 45 states and in Ontario Canada under the Panera Bread, Saint Louis Bread Co. and Paradise Bakery & Caf names, delivering fresh, authentic artisan bread served in a warm environment by engaging associates. These cafes are supported by 22 Fresh Dough Manufacturing Facilities that deliver fresh dough 7 days a week 363 days per year.

Houston FDF