Production Administrator and Factory Coordinator at Talented Recruitment Specialists

• A leading pharmaceutical manufacturer is looking for a Production Administrator & Factory Coordinator to support factory operations through production reporting, workforce scheduling, operational administration, and cross-functional coordination.

Duties and Responsibilities: 
Production Data Management & Reporting:

• Capture and maintain accurate daily production data across all manufacturing lines.
• Record production outputs, efficiencies, downtime events, waste figures, and other key manufacturing metrics.
• Consolidate daily production reports for management review.
• Generate weekly and monthly production volume reports.
• Track production performance against planned targets.
• Prepare dashboards and KPI reports for the Factory Manager and senior management.
• Ensure accuracy and integrity of production records and databases

Factory Operations Support:

• Provide administrative and coordination support to the Factory Manager.
• Assist in monitoring production schedules and manufacturing priorities.
• Coordinate operational information between Production, Planning, Procurement, Quality, and Warehouse teams.
• Support production meetings by preparing reports, minutes, and action trackers.
• Follow up on outstanding production-related actions and communicate progress to stakeholders.

Workforce Planning & Shift Coordination:

• Maintain manufacturing staff shift schedules.
• Coordinate shift roster changes and communicate updates to relevant departments.
• Support production resource planning by tracking labour availability.
• Assist with overtime scheduling and workforce allocation planning.
• Monitor staffing requirements and escalate shortages or scheduling conflicts.

HR & Employee Communications:

• Act as the primary administrative liaison between HR and Manufacturing personnel.
• Coordinate and distribute HR communications to factory staff.

Production Planning Support:

• Assist with production planning activities by compiling operational data and forecasts based on communications received from both the Supply Chain and Sales Teams.
• Support production meetings with planning information and scheduling updates.
• Monitor progress against production plans and identify deviations.
• Communicate production schedule changes to affected departments.

Administrative Management:

• Prepare presentations, reports, spreadsheets, and management summaries.
• Ensure confidential handling of personnel and operational information.
• Support continuous improvement initiatives through accurate data collection and reporting.

Key Performance Indicators (KPIs):

• Accuracy and timeliness of production reporting.
• Weekly production volume reporting completion rate.
• Shift schedule accuracy and communication effectiveness.
• Production data integrity and record compliance.
• Timely distribution of HR communications.
• Factory Manager satisfaction with administrative support.
• Completion of operational reports within agreed deadlines.

Requirements:

• Diploma or Certificate in Business Administration or Production Management or Operations Management
• 2–5 years experience in a manufacturing, production administration, operations support, or factory administration environment.
• Advanced Microsoft Excel skills.
• Proficiency in Microsoft Office Suite.
• Strong reporting and data analysis capability.
• Ability to create dashboards, reports, and performance summaries.
• Exceptional attention to detail.
• Strong organizational and planning skills.
• Analytical and data-driven mindset.
• Excellent communication and interpersonal skills.
• Ability to manage multiple priorities in a fast-paced manufacturing environment.
• Professional discretion and confidentiality.
• Problem-solving and continuous improvement orientation.