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Processing Coordinator

The Processing Coordinator is responsible for ensuring the accuracy, completeness, and timely execution of work orders and documentation that support the Processing Department. This role provides administrative and operational coordination to maintain efficient production flow, accurate inventory tracking, and compliance with regulatory requirements.

The Processing Coordinator works closely with frontline production leaders and cross-functional teams to ensure processing documentation, batch records, and system data are accurate, complete, and available to support ongoing operations.

This position requires strong attention to detail, proficiency with ERP systems, and the ability to manage documentation and data entry related to inventory, production batches, and regulatory reporting. The role also supports compliance with regulatory agencies and internal company standards while contributing to continuous improvement and operational efficiency.

Key Responsibilities

• Verify the accuracy and completeness of upcoming work orders for the Processing Department to ensure readiness for production operations.
• Enter, track, and maintain production, inventory, and processing data within ERP systems, ensuring records are accurate and updated in a timely manner.
• Review, complete, and close batch records while identifying, investigating, and correcting discrepancies or errors.
• Maintain organized records for production and processing activities, including digitizing and managing documentation for audits and future reference.
• Collect, analyze, and reconcile operational data for government and regulatory reporting, including documentation related to spirits usage, lot tracking, and finished goods.
• Ensure processing activities and documentation comply with regulatory requirements including those of the TTB, OSHA, EPA, DOT, and other governing agencies.
• Prepare and maintain operational documentation such as Bills of Lading, usage summaries, bottling tank reports, and inbound/outbound shipment paperwork.
• Track and reconcile inventory of bulk spirits, raw materials, and supplies to maintain accurate records and balanced reports.
• Provide administrative support for bulk spirit tanker receipts and withdrawals, including related documentation and reporting.
• Calculate and communicate product batch quantities while verifying balances through daily, monthly, and quarterly reporting.
• Communicate quality information, issues, and corrections to appropriate departments while researching and resolving discrepancies.
• Work closely with frontline leaders to support operational compliance, documentation accuracy, and production readiness.
• Identify opportunities for process improvement and participate in initiatives that increase efficiency, reduce costs, and streamline documentation workflows.
• Support cross-training and collaboration across departments to improve communication, productivity, and operational continuity.
• Ensure adherence to company policies related to safety, food safety, quality, and environmental standards.
• Maintain professional working relationships across departments while supporting a positive team environment.
• Perform additional administrative or operational duties as assigned to support Processing Department needs.

Skills & Qualifications

• Experience working with ERP systems and production data entry.
• Strong attention to detail with the ability to review, reconcile, and correct operational records.
• Proficiency with standard computer systems and office software.
• Ability to manage documentation and maintain organized records in both digital and paper formats.
• Strong analytical and problem-solving skills.
• Effective communication and collaboration skills to work with cross-functional teams and production leadership.
• Knowledge of regulatory compliance requirements within manufacturing, food and beverage, or distilled spirits environments is preferred.

Preferred Qualifications

• Experience with NetSuite ERP software.
• Experience with manufacturing systems such as ERP, MRP, MPS, or WMS.
• Bachelor's degree.

Physical Requirements

• Ability to lift or move objects up to 25 pounds without assistance.
• Primarily sedentary work involving extended periods of sitting.
• Ability to work an 8-hour shift with regular in-person attendance.
• Ability to read, write, and maintain attention to detail.
• Moderate noise level typical of a business office environment.

Minimum Requirements

• High school diploma or GED equivalent.
• Minimum of two (2) years of successful work experience.
• Working knowledge of Microsoft Office (Word, Excel, and Outlook).
• Strong interpersonal, analytical, and technical skills.
• Ability to maintain a professional image and communicate effectively both verbally and in writing.