Job Summary

The Operations Administrative Assistant provides administrative and operational support to the Production Department by ensuring customer orders are accurately processed, production documentation is completed, materials are ordered on time, inventory records are maintained, and courier activities are coordinated. The role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment while supporting the smooth flow of production operations.

Duties and Responsibilities

Order Processing & Administration

• Process new customer orders accurately and ensure all required documentation is complete.
• Verify measurement reports for completeness before processing orders.
• Update customer orders within the company's production management systems.
• Prepare and organize customer files and production documentation.
• Maintain accurate production records and filing systems.
• Assist with tracking customer orders throughout the production process.
• Prepare forms and administrative documents required for daily operations.

Fabric & Material Coordination

• Check fabric availability using inventory records.
• Prepare fabric order requests for management approval.
• Contact suppliers to confirm fabric availability.
• Coordinate the ordering and collection of fabric and production materials.
• Label and organize customer fabric for production.
• Maintain fabric inventory records and monitor stock levels.
• Prepare reorder recommendations when inventory is running low.

Inventory Administration

• Maintain records of production materials including:
  • Fabric
  • Buttons
  • Linings
  • Zippers
  • Shoulder pads
  • Chest plates
  • Sleeve head rolls
  • Labels
  • Garment accessories
• Conduct periodic inventory counts.
• Report low stock levels to management.

Courier Coordination

• Prepare daily courier schedules.
• Assign courier tasks through the company's task management system.
• Coordinate pickups and deliveries between suppliers, production, and retail locations.
• Track courier assignments to ensure deliveries are completed on schedule.

Production Administrative Support

• Update production boards and administrative tracking systems.
• Monitor outstanding orders and follow up where necessary.
• Assist in preparing weekly operational reports.
• Ensure documentation is organized and readily available.
• Coordinate communication between departments regarding order status.
• Assist management with general administrative duties related to production operations.

General Responsibilities

• Maintain confidentiality of company and customer information.
• Ensure all documentation is completed accurately and filed appropriately.
• Support continuous improvement of administrative processes.
• Perform other administrative duties as assigned by Management.

Qualifications

• Minimum of five (5) CXC/CSEC subjects including English Language and Mathematics.
• Minimum two (2) years' experience in an administrative, operations support, or office coordination role.
• Experience in inventory, purchasing or production administration is an asset.

Skills & Competencies

• Excellent organizational skills.
• Strong attention to detail.
• Excellent written and verbal communication.
• Proficient in Microsoft Office (Word, Excel and Outlook).
• Ability to work with production management software.
• Strong time management skills.
• Ability to prioritize multiple tasks.
• Problem-solving skills.
• Professionalism and confidentiality.
• Ability to work independently and within a team.
• Accurate data entry and record-keeping skills.

Additional Requirements

• Ability to work in a fast-paced environment.
• Willingness to work occasional overtime when business demands require.
• Strong customer service mindset when interacting with internal departments and suppliers.
• Dependable, proactive, and able to meet deadlines.