Subcontracting & Secondary Process Executive

Job Summary

The Subcontracting & Secondary Process Executive is responsible for coordinating all outsourced surface treatment and secondary-process activities. The role ensures that parts are issued to subcontractors on time, job sheets and SAP system transactions are accurately maintained, subcontractor progress is closely monitored, and completed jobs are properly received and closed in the system. The position serves as the main coordinator between Production, Planning, Quality, Procurement, Logistics, Finance, and external subcontractors.

Roles and Responsibilities

1. Subcontracting Coordination

• Coordinate the outsourcing of parts for surface treatment and other secondary processes.
• Monitor on job sheets preparation and purchase orders release on time.
• Ensure parts, drawings, specifications, quantities, and required completion dates are clearly communicated to subcontractors.
• Arrange the collection and delivery of parts between the company and subcontractors.
• Maintain clear ownership and traceability of all parts sent for external processing.

2. Job-Sheet and System Transaction Control

• Manage, update, and close subcontracting job sheets accurately and on time.
• Perform the required SAP transactions for parts sent to and returned from subcontractors.
• Ensure material movement, quantity, processing status, and job completion are correctly recorded.
• Close completed job sheets promptly to avoid open transactions and inaccurate work-in-progress balances.
• Review ageing job sheets and follow up on overdue or incomplete transactions.
• Reconcile physical parts, delivery documents, purchase orders, invoices, and system records.
• Investigate and correct transaction discrepancies in coordination with the relevant departments.

3. Delivery and Progress Monitoring

• Maintain a subcontracting status tracker covering all open jobs.
• Follow up regularly with subcontractors on processing progress and committed delivery dates.
• Identify potential delays and escalate risks to Planning and Production.
• Prioritize urgent jobs according to production schedules and customer delivery requirements.
• Coordinate recovery plans with subcontractors when delays or capacity constraints occur.
• Provide regular status updates on outstanding, overdue, and completed jobs.

4. Quality and Supplier Coordination

• Ensure processed parts are returned with the necessary certificates, inspection reports, and process records.
• Coordinate incoming inspection and quality acceptance with the Quality Department.
• Follow up with subcontractors on rejected or non-conforming parts.
• Coordinate rework, replacement, corrective action, and delivery recovery when quality issues occur.
• Maintain proper records to support customer, regulatory, and internal audits.
• Support the evaluation and monitoring of subcontractor quality and delivery performance.

5. Inventory and Material Control

• Monitor the quantity and status of materials located at subcontractor premises.
• Conduct regular reconciliation of subcontractor inventory and open work-in-process.
• Prevent missing parts, quantity discrepancies, mixed parts, or unidentified materials.
• Ensure rejected, excess, and balance materials are properly returned and recorded.
• Support periodic physical stock checks at subcontractor locations when required.

6. Cost and Invoice Verification

• Verify subcontracting charges against purchase orders, agreed pricing, quantities, and completed processes.
• Support Finance and Procurement in resolving invoice discrepancies.
• Monitor additional charges for rework, urgent processing, transportation, or special handling.
• Highlight abnormal costs and support cost-reduction initiatives.
• Assist in maintaining accurate subcontracting process costs in the system.

7. Subcontractor Performance Management

• Monitor subcontractor performance based on delivery, quality, responsiveness, capacity, and cost.
• Prepare periodic subcontractor performance reports.
• Participate in subcontractor meetings and performance reviews.
• Support Procurement and Quality in subcontractor qualification and improvement activities.
• Identify alternative subcontractors to reduce capacity, delivery, and business-continuity risks.

8. Process Improvement

• Improve the subcontracting workflow from job-sheet creation through final system closure.
• Develop clear tracking and escalation processes for open and overdue jobs.
• Reduce manual transactions, processing delays, and documentation errors.
• Support SAP process improvements and digital tracking initiatives.
• Develop standard operating procedures for external processing and job-sheet management.
• Turnaround time for external processing
• Number of missing or untraceable parts
• Invoice and purchase-order discrepancy rate
• Subcontractor cost-saving achievements

Education:

• Diploma or bachelor's degree in manufacturing, Engineering, Supply Chain, Business Administration, or a related discipline.

Type of Working Experience:

• 2 to 4 years of experience in subcontracting, production coordination, supply-chain operations, or manufacturing administration.
• Experience in machining, surface treatment, or semiconductor-related manufacturing is an added advantage.

Knowledge / Skills / Abilities:

• Working knowledge of SAP or another ERP system is strongly preferred.
• Familiarity with job sheets, purchase orders, inventory transactions, and subcontracting processes.
• Good proficiency in Microsoft Excel and operational reporting.
• Strong follow-up and coordination skills.
• High level of transaction and documentation accuracy.
• Ability to manage multiple urgent jobs simultaneously.
• Good communication and subcontractor-management skills.
• Strong problem-solving and escalation capabilities.
• Understanding of production planning and material flow.
• Disciplined approach to job closure and inventory reconciliation.
• Able to work effectively across Production, Planning, Quality, Procurement, Logistics, and Finance.