Admin & Customer Service Production

The Admin cum Production reports directly to the Plant Manager and works closely with the Production Controller, Operations Director, and other key personnel to support both administrative and production-related activities. This role ensures smooth coordination between production operations and administrative tasks while managing documentation, customer transactions, and workforce records.

Objective of the role

The Admin cum Production Coordinator is responsible for handling administrative support, customer transactions (e.g., K1 & K2 documentation), and production coordination within the cleanroom laundry facility. This role ensures accurate record-keeping, smooth production planning, and effective communication between departments. Additionally, the role involves managing purchase orders (POs), delivery orders (DOs), attendance records, leave & overtime summaries, and employee onboarding processes, as well as providing backup support for the Production Controller when necessary.

Key Responsibilities

Administrative & Customer Handling

Objective: Ensure smooth documentation, customer transactions, and internal record-keeping.

Key Activities:

• Handle K1 & K2 documentation and coordinate with relevant authorities for customs clearance.
• Prepare and process Delivery Orders (DOs) and Purchase Orders (POs).
• Issue purchase requisitions for office and production stock items.
• Maintain and update attendance records, leave applications, and overtime (OT) summaries.
• Assist in new employee orientation by ensuring proper documentation and onboarding procedures.
• Serve as a liaison between customers and production teams, addressing inquiries and ensuring timely deliveries.

Production Support & Coordination

Objective: Support production activities and assist the Production Controller when needed.

Key Activities:

• Assist in scheduling and coordinating production plans to meet customer demand.
• Support inventory control by tracking stock levels and ensuring timely restocking.
• Monitor and update production data records for tracking efficiency and quality compliance.
• Provide backup support for the Production Controller in overseeing production workflows.
• Coordinate with suppliers to ensure timely procurement of necessary production materials.

Compliance & Reporting

Objective: Ensure accurate documentation, compliance with company policies, and effective reporting.

Key Activities:

• Maintain accurate employee attendance, leave, and overtime reports for payroll processing.
• Ensure compliance with workplace safety and company policies within production areas.
• Prepare and submit monthly reports on stock levels, procurement activities, and administrative records.
• Support audits by maintaining proper documentation for production and administrative functions.

Profile of the Role

Education, Knowledge & Experience

• Educational Level: Minimum SPM or diploma or equivalent in administration, business management, or production-related fields.
• Technical & Business Knowledge: Understanding of production planning, inventory control, and administrative processes.
• Regulatory Knowledge: Familiarity with K1/K2 documentation, purchasing procedures, and HR policies.
• Software Proficiency: Skilled in Microsoft Office (Excel, Word), production management software, and ERP systems.
• Experience: At least 1-2 years of experience in administration, production coordination, or related roles.

Competencies

• Administrative & Organizational Skills: Ability to manage multiple tasks efficiently, ensuring accurate documentation and workflow coordination.
• Attention to Detail: Ensures precise record-keeping for purchase orders, stock inventory, and workforce attendance.
• Customer Service & Communication: Handles customer transactions (K1 & K2), order processing, and inquiries effectively. Strong ability to coordinate between internal teams and external customers/suppliers.
• Production Coordination & Problem-Solving: Supports production operations by tracking progress, updating reports, and addressing workflow issues.
• Adaptability & Multitasking: Ability to switch between administrative and production tasks as needed.

Willingness to take on backup responsibilities for the Production Controller when required.

Other Characteristics and Skills

• Strong team coordination and leadership skills.

• Excellent time management and ability to meet deadlines.

• Proactive, problem-solving mindset with attention to process improvement.

• Basic English proficiency for internal and external communications.