Production Coordinator

Job Title: Production Coordinator

Department: Production

Reports To: Senior Production Manager

Business needs: Full-time

Key Responsibilities:

Production Coordination:

‣    Organise, track, and distribute product samples, maintaining the live sample tracker.

‣    Work with suppliers / GT to compile product information (e.g., TDS sheets, IFI files).

‣    Raise purchase orders with the Production Manager for seasonal and in-season needs.

‣    Order all seasonal garment packaging (This includes bulk ordering poly bags, dust bags, garment bags, sock cards, and shoe boxes) at season start for factory call-off.

‣    Order bulk raw materials and packaging for CMT suppliers. (This includes bulk ordering main, size labels and seasonal trims) at season start for factory call-off.

‣    Work with vendors to make sure packaging is ordered well advance of EX FTY dates.

‣    Coordinate with vendors to process orders and confirm EX FTY dates.

‣    Negotiate shipping costs with vendors and discounts for late deliveries.

‣    Collaboration with Logistics team to make sure debit and credit notes are requested on bulk shipment and sent to accounts.

‣    Ensure care labels are approved and launched for CMT factories in collaboration with GT.

‣    Support Production Manager in special projects and launches.

‣     Support the Production Manager in providing feedback to vendors on faulty garments, based on findings from the logistics team.

Administrative Support:

‣    Maintain raw material and factory documentation in brand platforms (POs, invoices, packing lists).

‣    Match supplier invoices to POs and goods received before passing them to finance.

‣    Collect supplier origin declarations for each style and shipment and keep them on file, shared with the Logistics Manager.

‣    Support critical path management and ensure deadlines are met, monitoring EX FTY dates and updating zedonk.

‣    Review and update delivery schedules for factories and raw materials.

‣    Manage stock takes for in-house trims and assist with ordering carryover trims.

‣    Maintain a raw material tracker for CMT factories.

‣    Handle weekly WIPs for tracking raw materials and status reporting to FTY.

‣    Update system data, including product attributes and cost updates.

‣    Set GS1 barcodes for each season, sending to factory for final packing + Boxture and Shopify alignment.

‣    Coordinate courier services and manage parcels to suppliers.

Delivery Coordination:

‣     Ensure all shipping documents are complete and contain the necessary information before handover to the logistics team. 

‣     Work closely with the Production Manager and Logistics team to ensure shipments are dispatched on time.

‣    Share raw material orders and delivery dates with the Logistics Manager, who manages shipping and customs to CMT factories.

‣    Liaise with vendors, ensuring they have all necessary information for manufacturing and shipping.

‣    Assist GT with coordinate QC inspections and book onsite visits in advance of EX FTY dates.

Ideal Candidate:

‣    Minimum of 4 years' experience in production, ideally in a luxury brand.

‣    Strong organisational and time management skills with an ability to multitask.

‣    Knowledge of product manufacturing and critical path processes.

‣    Strong administrative skills with attention to detail.

‣    Strong communication, problem-solving, and interpersonal skills.

‣    Proactive, with the ability to work independently and prioritise effectively.

‣    Ability to work well under pressure and meet deadlines.

‣    Proficient in Microsoft Excel (V-Lookup, X-Lookup, Pivot Tables), Word.

‣    Experience with Zedonk (ESSENTIAL).