Operations Assistant

Role overview

The Operations Assistant will support day-to-day production, planning, administration, specification control, ERP data handling, new product development, and equipment coordination within a fast-paced food production environment. The position requires close collaboration with multiple internal teams to help maintain quality, compliance, accuracy, and smooth workflow across operations.

Key responsibilities

• Work with internal teams to align production plans, share safety practices, and keep communication flowing so production targets and KPIs are met.
• Partner with departments such as Food Safety, Quality, Hygiene, Operations Specifications, ERP, Sourcing Solutions, Engineering, and New Product Development to support trials and successful product launches.
• Keep HACCP production records accurate, including wastage tracking and label checks, while suggesting and applying improvements to reduce errors and losses.
• Follow QHSE and food safety requirements by using FIFO, checking work orders, wearing PPE, and working in line with SOPs to maintain a safe and compliant workplace.
• Support ERP data maintenance and optimization to improve record accuracy, inventory control, and procurement efficiency.
• Prepare routine ERP reports for management and help with system upgrades, troubleshooting, and process improvements that save time and cost.
• Upload recipes and revised versions into ERP and notify the finance team for cost roll-up calculations.
• Record supplier delivery receipts in real time and place raw material orders according to the Master Production Schedule to keep stock levels accurate and reduce supply disruption.
• Update the master production schedule, prioritize meal lists, and help with daily and monthly production reporting.
• Coordinate daily activity between high-care and low-care teams to keep work flowing and avoid bottlenecks.
• Review demand patterns and analyze sales and purchase orders to support material, capacity, and production planning.
• Assist with capacity analysis for equipment and material requirements so production capability matches demand.
• Create and manage product labels by collecting inputs from stakeholders and moving them through the approval process.
• Maintain specification documents, including creating, revising, and updating assembly routings.
• Support senior chefs during presentations by helping with meal plating and capturing photographs.
• Align Food Point Specifications with CAT360 and the EKFC product album to keep specification systems consistent.
• Prepare meals and Ready-to-Heat products for sensory evaluation by defrosting, reheating, photographing, writing reports, and maintaining traceability records.
• Keep gold-standard meals available for sensory testing and update meal specifications when changes are required.
• Organize sensory documentation and provide administrative and logistical support to the NPD team during menu creation and product development.
• Manage employee records, Coupa requests, and invoicing activities to support accurate administration and smoother operations.
• Prepare, publish, and maintain reports and analyses for management decision-making and planning.
• Keep files, documents, and databases updated while maintaining confidentiality and compliance with company policies.
• Provide administrative support by managing schedules, coordinating daily activities, and handling timekeeping, attendance, and leave tracking.
• Act as a backup resource for the department during busy periods or staff absences.
• Support production resources such as labelling and finished product handling by helping schedule work, assign tasks, and verify outputs.
• Assist with Master Production Schedule and Work Order processes by finding and resolving mismatches or discrepancies.
• Monitor meal presentation and production quality, give feedback on non-compliant items, and help implement corrective and preventive actions.
• Attend weekly engineering meetings, note action items, and follow up to help resolve engineering matters on time.
• Carry out risk assessments and share findings with engineering and safety teams so hazards can be addressed quickly.
• Perform basic equipment maintenance and fault diagnosis, coordinate with engineering for repairs, and keep maintenance records up to date.
• Assemble components accurately according to the bill of materials, ensuring correct placement and alignment with specifications.

Qualifications and experience

A high school diploma or equivalent is required. Additional education or certification in administration or hospitality is preferred. Candidates should have at least 3 years of experience in hospitality or a food-related industry.

Skills and attributes

The role calls for strong office software knowledge, clear verbal and written communication, careful cross-checking of information, good time management, the ability to handle several tasks at once, teamwork, professional relationship management, and a strong sense of ownership and accountability.

Additional notes

This role involves supporting production, planning, administration, compliance, and equipment coordination across a food operations environment. Accuracy, teamwork, and adherence to safety and quality standards are essential.