JOB SUMMARY: The Gatekeeper plays a critical role in ensuring the integrity, accuracy, and traceability of all raw materials, ingredients, and packaging entering and exiting the production facility. This individual is responsible for controlling inventory flow between the warehouse and production lines, verifying that all items match Bill of Materials (BOM) requirements, and maintaining accurate documentation in the company’s inventory management system. The Gatekeeper acts as the primary liaison between Production, Warehouse, and Quality teams to ensure all materials are tracked, rotated, and recorded properly to support food safety compliance, efficiency, and cost control.
Schedule: This position may require up to six (6) days of work per week based on business needs and operational demands.
Essential Duties and Responsibilities:
Inventory Control & Traceability
- Serve as the first point of contact for all inbound and outbound materials moving between the warehouse and production floor.
- Verify that all materials issued to production align with the Bill of Materials (BOM) and that correct quantities, item codes, and descriptions are used.
- Record lot numbers, expiration dates, and quantities for all materials issued to and returned from production.
- Maintain traceability for every ingredient and packaging component used in each batch or run, ensuring complete compliance with SQF, FDA, USDA, and GMP standards.
- Identify and isolate any materials with incorrect labeling, expired dates, or quality concerns, escalating issues immediately to Quality or Production Management.
- Update the company’s ERP or inventory management system in real-time to reflect all movements of raw and finished materials.
- Support periodic cycle counts, physical inventories, and reconciliation of discrepancies, ensuring root cause analysis and corrective actions are documented.
Production Support
- Verify product staging and line setups against production schedules and recipes prior to each run.
- Communicate proactively with line leads and production supervisors regarding shortages, substitutions, or material discrepancies.
- Monitor material usage throughout production shifts and reconcile variances between actual consumption and system usage.
- Ensure proper labeling and identification of all return materials, partial pallets, and unused items before returning them to inventory.
- Support coordination of material changeovers, ensuring minimal downtime and accurate inventory adjustments.
- Track and communicate yield variances or unusual usage patterns to the Inventory or CI teams for investigation.
Documentation & Data Entry
- Accurately enter all material transactions (issues, returns, adjustments) into the inventory management system.
- Maintain batch documentation, usage logs, and traceability reports required for audits or recalls.
- Prepare daily summaries of inventory movement for Production and Warehouse Management review.
- Assist in developing or improving SOPs and process documentation related to material handling, traceability, and data accuracy.
- File and organize all paperwork, including bills of lading, production reports, and lot tracking forms, in compliance with record retention policies.
Safety, Quality & Compliance
- Follow all GMP, Food Safety, and Workplace Safety policies at all times.
- Maintain clean and organized workstations, ensuring that materials are handled in a sanitary manner.
- Verify that materials are properly stored (e.g., temperature, allergen segregation, FIFO compliance).
- Participate in internal and external audits as required, providing accurate records and support to auditors.
- Promptly report any safety, food safety, or quality concerns to the appropriate supervisor or Quality representative.
- Adhere to all OSHA, SQF, and Urban Farmer Safety standards, including proper PPE usage, lockout/tagout awareness, and ergonomic handling of materials.
Communication & Team Collaboration
- Coordinate with Warehouse, Production, Quality, and Planning teams to ensure smooth flow of materials and data accuracy.
- Provide clear, timely communication regarding material shortages, discrepancies, or process issues.
- Support onboarding or training of new team members in inventory control procedures.
- Participate in cross-department meetings to address recurring issues and suggest process improvements.
- Exhibit a high level of accountability, professionalism, and teamwork in a fast-paced production environment.
QUALIFICATION REQUIREMENTS:
- Minimum of 3 years of experience in warehouse, production, or inventory control (food manufacturing preferred).
- Strong knowledge of inventory management principles, including FIFO rotation, lot control, and reconciliation.
- Proficiency with ERP systems and computer applications (Microsoft Excel, Outlook, and data entry systems).
- Excellent attention to detail and strong organizational, analytical, and problem-solving skills.
- Effective communication skills and the ability to work cross-functionally across departments.
- Proven ability to manage multiple priorities and meet deadlines in a fast-paced environment
PHYSICAL DEMANDS:
- Ability to lift, push, or pull up to 50 lbs and stand or walk for extended periods.
- Frequent bending, stooping, reaching overhead, and moving between office and production areas.
- Must be able to work in cold environments when verifying or handling ingredients.
- Regular use of computer systems for data entry and reporting (approx. 50% of shift).
- Must wear all required Personal Protective Equipment (PPE) in designated areas.
Work Environment
This position operates in both office and production floor settings. The office area has consistent lighting and temperature control, while production areas may include cold or refrigerated environments, loud noise, and proximity to moving equipment. Collaboration and adaptability are key to success in this environment.
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