FABRIC STORE & PROCESS COORDINATOR

Position: Fabric Store & Process Coordinator

Company: ANABIR DESIGNS PVT. LTD.
Department: Sourcing & Procurement
Work Location: Head Office, Mumbai
Reports To: Sourcing Head
Industry: Garment Manufacturing – Kidswear
Experience: 3–5 years in garment manufacturing, fabric sourcing, or fabric process coordination.

1. Job Purpose

To assist the Sourcing Head in coordinating fabric sourcing, supplier follow-ups, fabric processing activities, and factory material requirements. The candidate will act as a coordination link between the Head Office, fabric suppliers, processing vendors, and the factory to ensure timely delivery of fabric, accurate tracking of material movement, and smooth execution of production plans.

2. Key Responsibilities

A. Supplier Coordination and Follow-up

• Coordinate with fabric suppliers regarding order confirmation, fabric availability, dispatch schedules, and delivery commitments.
• Follow up regularly with suppliers to ensure timely delivery of fabric as per the production plan.
• Track pending fabric orders and maintain an updated supplier-wise follow-up report.
• Coordinate with suppliers for fabric shortages, quality issues, shade variations, and delivery discrepancies.
• Obtain dispatch details, transport information, invoices, and delivery challans from suppliers.
• Escalate delays and unresolved issues to the Sourcing Head.

B. Factory Coordination

• Coordinate with the factory team to understand fabric requirements as per the production and cutting plans.
• Follow up with the factory for fabric stock status, shortages, urgent requirements, and pending material receipts.
• Communicate fabric availability and expected delivery dates to the concerned factory departments.
• Monitor whether fabric has been received at the factory as per supplier commitments.
• Coordinate with the factory store team to obtain fabric inward, outward, and stock reports.
• Highlight any potential fabric shortages or delays that may affect production schedules.

C. Fabric Processing Coordination

• Coordinate with processing vendors for dyeing, printing, washing, finishing, and other applicable fabric processes.
• Follow up on fabric sent for processing, expected completion dates, and dispatch schedules.
• Maintain records of fabric issued for processing, quantities pending, quantities received, and delivery status.
• Coordinate with processing vendors and the factory regarding delayed materials, quantity differences, shade issues, and quality concerns.
• Ensure timely communication between the factory, processing vendors, and the Sourcing Head.
• Maintain a daily tracker of pending processing materials and overdue deliveries.

D. Order Tracking and Documentation

• Maintain a fabric order tracking sheet with supplier details, order quantities, order dates, committed delivery dates, and actual receipt dates.
• Maintain processing trackers showing material sent, quantities processed, pending quantities, and expected return dates.
• Collect and maintain supplier confirmations, purchase order details, invoices, challans, and fabric receipt information.
• Update records regularly in Excel and the company's ERP/software.
• Verify supplier delivery commitments against actual factory receipt information and highlight discrepancies.
• Maintain proper documentation for all sourcing and processing activities.

E. MIS Reporting and Support to Sourcing Head

• Prepare and submit daily fabric order status and pending delivery reports.
• Share a daily exception report covering delayed supplies, processing bottlenecks, fabric shortages, and urgent factory requirements.
• Prepare weekly supplier-wise and processing-vendor-wise pending reports.
• Highlight orders that may affect cutting schedules, production targets, or shipment deadlines.
• Assist the Sourcing Head in supplier follow-ups, coordination meetings, and sourcing-related administrative activities.
• Maintain updated records to support sourcing decisions and management reviews.

3. Required Qualifications and Experience

• Graduate or diploma holder; textile, apparel, or supply chain qualifications preferred.
• 3–5 years of experience in fabric sourcing coordination, garment manufacturing, fabric processing, or supplier follow-up.
• Experience coordinating with fabric suppliers, processing units, and garment factories is preferred.
• Good working knowledge of fabric types, fabric ordering, dyeing, printing, finishing, and fabric delivery procedures.
• Strong knowledge of MS Excel, including data tracking, filters, lookup functions, and report preparation.
• Experience with ERP or inventory management software will be an advantage.
• Good communication skills and the ability to coordinate with multiple stakeholders.

4. Key Skills

• Supplier and vendor follow-up
• Factory and Head Office coordination
• Fabric order and processing tracking
• Excel-based MIS reporting
• Planning and prioritisation
• Documentation and data accuracy
• Problem identification and escalation
• Time management and deadline monitoring

5. Key Performance Indicators (KPIs)

• Timely follow-up on all open fabric orders and processing materials.
• Accuracy and timely updating of fabric order and processing trackers.
• Timely reporting of supplier delays and factory fabric shortages.
• Reduction in production delays caused by missed follow-ups or delayed communication.
• Timely submission of daily and weekly MIS reports.
• Effective coordination between suppliers, processing vendors, factory teams, and the Sourcing Head.

6. Expected Working Approach

• Maintain regular follow-ups with suppliers, processing vendors, and factory personnel.
• Ensure that every open order has a confirmed delivery date and a clear status.
• Escalate potential delays to the Sourcing Head before they affect production.
• Maintain accurate and updated records rather than relying on verbal follow-ups.
• Take ownership of pending items until delivery or resolution is confirmed.

Job Type: Full-time

Pay: ₹20,000.00 - ₹25,000.00 per month

Work Location: In person