Production Admin Assistant

Production Admin Assistant

Job Summary

We are looking for a responsible and detail-oriented Production Admin Assistant to support daily production, inventory, delivery and logistics operations. The role will handle stock monitoring, raw material and finished goods coordination, Delivery Orders, delivery arrangements, driver scheduling, as well as liaison with shipping and customs clearance agents.

Key Responsibilities

Production & Inventory

• Monitor daily production activities and maintain accurate production records.
• Conduct regular stock counts and reconcile physical stock with inventory records.
• Monitor all stock in/out movements, including raw materials, packaging materials and finished goods.
• Maintain accurate inventory records and update stock transactions promptly.
• Monitor raw material requirements and coordinate raw material orders to ensure sufficient stock for production.
• Coordinate finished goods orders and ensure products are prepared according to customer requirements.
• Monitor production output, material usage and finished goods availability.
• Report stock discrepancies, shortages or inventory issues to the supervisor.
• Prepare daily, weekly and monthly production and inventory reports.

Delivery & Logistics

• Prepare and issue Delivery Orders (DO) accurately according to customer orders and delivery requirements.
• Coordinate with the warehouse to ensure stock is picked, prepared and ready for delivery.
• Arrange and monitor daily stock deliveries.
• Arrange driver schedules, delivery routes and daily delivery trips.
• Coordinate with drivers and warehouse personnel to ensure timely delivery.
• Follow up on delivery status and resolve delivery issues or delays.
• Ensure all delivery documents are properly completed, signed and returned for filing.
• Coordinate with the Sales team regarding delivery schedules and customer requirements.

Shipping & Customs Clearance

• Liaise with shipping agents, freight forwarders and customs clearance agents regarding shipment arrangements.
• Coordinate and follow up on customs clearance for imported and exported goods.
• Prepare and provide necessary shipping and customs documents to relevant agents.
• Monitor shipment schedules, container movements, ETA/ETD and delivery status.
• Coordinate with shipping and clearance agents on customs requirements and documentation.
• Ensure shipping documents such as invoices, packing lists, Delivery Orders and other relevant documents are complete and properly filed.
• Follow up closely with agents to ensure shipments are cleared and delivered on time.

Administration & Coordination

• Maintain proper filing of production, inventory, delivery and shipping documents.
• Prepare reports and records for management review.
• Coordinate with Production, Warehouse, Sales, Purchasing, Finance and Logistics departments.
• Ensure all records and documentation are accurate and updated.
• Assist management and supervisors with daily administrative and operational tasks.
• Perform other duties and responsibilities assigned by management.

Requirements

• Minimum SPM / Diploma in Business Administration, Logistics, Supply Chain, Manufacturing or a related field.
• At least 1–2 years of relevant experience in production administration, warehouse, inventory, logistics or manufacturing.
• Experience in stock control, delivery coordination or shipping documentation is an advantage.
• Experience dealing with shipping agents, freight forwarders or customs clearance agents will be an added advantage.
• Good knowledge of inventory control and stock movement.
• Basic understanding of production and warehouse operations.
• Proficient in Microsoft Office, especially Excel.
• Good organizational and administrative skills.
• Strong attention to detail and accuracy.
• Good communication and coordination skills.
• Able to work independently and manage multiple tasks.
• Responsible, proactive and willing to learn.
• Able to work in a fast-paced manufacturing environment.
• Experience in the lubricant, chemical or manufacturing industry will be an added advantage.

Working Hours

Monday – Friday: 8:30 AM – 5:30 PM
Saturday: 8:30 AM – 12:30 PM