Production Planning Officer

GMP Pharmaceuticals; Sydney; On-site; AUD 85,000 - 110,000; Full time

Job summary

GMP Pharmaceuticals Group is seeking a Planning Analyst to support DIFOT, production efficiency and product quality across multiple facilities in Australia/New Zealand. You will coordinate with Marketing, QA, R&D and Production to ensure schedules are realistic and resources are aligned, while maintaining batch records and driving process improvements.

The role requires 2–4 years in a similar setting, ERP/MRP experience (Pronto, SAP), and strong communication skills to liaise with stakeholders

Qualifications

• Minimum 2-4 years’ experience in a similar role, preferably within Pharmaceuticals/Food Industries.
• Experience with ERP/MRP systems, including Pronto and SAP.
• Excellent communication skills (written and verbal) with all levels of stakeholders.
• Take initiative, be a team player and self-sufficient.
• Analytical thinking and a proactive approach to process improvements.

Responsibilities

• Coordinate scheduling to develop efficient production plans and communicate deadlines to Marketing and Production.
• Maintain batch documents and ensure records align with batch registers.
• Monitor daily production activities, gather data on productivity and quality, and report deviations.
• Communicate delays, quality issues and improvements with Marketing, QA, R&D and Production.
• Perform data analysis for productivity and efficiency, supporting continuous improvement and cost control.

Skills

Communication skills

Initiative

Team player

Analytical thinking

Stakeholder management

Education

Business or commerce background

Tools

Pronto

SAP

Job description

GMP Pharmaceuticals Group is a leading private-owned contract manufacturing company based in Australia and New Zealand specializing in complementary, healthcare and dairy products. Established in 1994, we have grown into one of the largest organizations in the industry with 5 TGA and Medsafe licensed facilities serving many clients both locally and in over 30 countries around the world. We are committed to delivering the best quality products and exceptional service to ensure our clients’ success.

Role and Responsibilities:

The role is to assist planning team in ensuring DIFOT, monitoring production efficiency and products quality. Actively coordinating and liaising with relevant internal stakeholders to solve production & product quality issues and manage potential risks. Perform data management and analysis for process improvement planning. Maintain and be responsible for a broad range of Planning activities categorized as below, but not limited to:

Scheduling

Receive sale orders from Marketing via Pronto system, carefully confirm several elements before drafting a production plan: Production formulas and specification (PFS) & Bill of Material (BOM); availability of bulk goods, raw & packaging material; confirm production capacity; inspect potential production issues and clarify any special requirements.

Develop efficient and achievable plans that utilize resources and balance workload.

Draft production schedule, consult with Production Manager to ensure optimum performance, minimize delays and meet client’s requirements.

Seeking approval from Production Manager for drafted production schedule. Send it through with detailed explanation including essential deadline of each product, conditions and additional notes to Marketing to review.

Make necessary adjustment to the production schedule as required by Marketing.

Inform confirmed plan to Production as well as relevant internal departments.

Work Order Maintaining

Correctly create batch documents and record in the “batch registers”

Raise Additional Page, Planned Deviation, Factor or Rework requests to QA when necessary

Print batch documents and provide them to QA for logging and approval

Provide the logged and approved batch documents to production in time

Ensure the integrity and security of any printed batch documents

Ensure the consistency between system work orders and “batch register” record

Monitoring and Reporting

Ensure production activities are carried out according to confirmed plan

Record production daily report figures on production schedule

Closely Monitor production activities and gather first-hand information about productivity, quality, production issues and any deviations or incidents

Closely monitor production batch card completion progress

Monitor and record any instances of rework, reject and incidents in detail

Communication and Coordination

Update Marketing on any delay or ahead of the planned production in a timely manner

Regularly communicate with Marketing for any quality issues

Actively communicate with production managers for any production related issues

Work with production to arrange overtime when necessary and make sure all relevant departments are well informed of the arrangement

Work closely with Marketing, R&D and QA to assist with new product development and maintain production trial log

Work closely with QA/QC, IPQC, Production and R&D in regard to any quality issues, analysing root causes and providing solutions

Escalate complex issues with details to upper management for solution immediately

Work with Warehouse/Procurement on inventory management to avoid shortages and excesses

Coordinate with Warehouse team to maintain the reasonable stock level to meet the production requirements

Work with Finance to assist with slow moving stock process and stock adjustment

Work closely with Logistics to obtain dispatch details and inform Marketing

Play an organizer and driver role in terms of above-mentioned points

Data Analysis

Record sales order details for each month and perform sales order analysis

Prepare monthly productivity report including detailed analysis of total output, efficiency, yield analysis, trends and product/brand analysis

Gather relevant data for any other specific analysis required

Other duties as directed.

The Company

GMP Pharmaceuticals Group is a leading private-owned contract manufacturing company based in Australia and New Zealand specializing in complementary, healthcare and dairy products. Established in 1994, we have grown into one of the largest organizations in the industry with 5 TGA and Medsafe licensed facilities serving many clients both locally and in over 30 countries around the world. We are committed to delivering the best quality products and exceptional service to ensure our clients’ success.

Role and Responsibilities:

The role is to assist planning team in ensuring DIFOT, monitoring production efficiency and products quality. Actively coordinating and liaising with relevant internal stakeholders to solve production & product quality issues and manage potential risks. Perform data management and analysis for process improvement planning. Maintain and be responsible for a broad range of Planning activities categorized as below, but not limited to:

Scheduling

• Receive sale orders from Marketing via Pronto system, carefully confirm several elements before drafting a production plan: Production formulas and specification (PFS) & Bill of Material (BOM); availability of bulk goods, raw & packaging material; confirm production capacity; inspect potential production issues and clarify any special requirements.
• Develop efficient and achievable plans that utilize resources and balance workload.
• Draft production schedule, consult with Production Manager to ensure optimum performance, minimize delays and meet client’s requirements.
• Seeking approval from Production Manager for drafted production schedule. Send it through with detailed explanation including essential deadline of each product, conditions and additional notes to Marketing to review.
• Make necessary adjustment to the production schedule as required by Marketing.
• Inform confirmed plan to Production as well as relevant internal departments.

Work Order Maintaining

• Correctly create batch documents and record in the “batch registers”
• Raise Additional Page, Planned Deviation, Factor or Rework requests to QA when necessary
• Print batch documents and provide them to QA for logging and approval
• Provide the logged and approved batch documents to production in time
• Ensure the integrity and security of any printed batch documents
• Ensure the consistency between system work orders and “batch register” record

Monitoring and Reporting

• Ensure production activities are carried out according to confirmed plan
• Record production daily report figures on production schedule
• Closely Monitor production activities and gather first-hand information about productivity, quality, production issues and any deviations or incidents
• Closely monitor production batch card completion progress
• Monitor and record any instances of rework, reject and incidents in detail

Communication and Coordination

• Update Marketing on any delay or ahead of the planned production in a timely manner
• Regularly communicate with Marketing for any quality issues
• Actively communicate with production managers for any production related issues
• Work with production to arrange overtime when necessary and make sure all relevant departments are well informed of the arrangement
• Work closely with Marketing, R&D and QA to assist with new product development and maintain production trial log
• Work closely with QA/QC, IPQC, Production and R&D in regard to any quality issues, analysing root causes and providing solutions
• Escalate complex issues with details to upper management for solution immediately
• Work with Warehouse/Procurement on inventory management to avoid shortages and excesses
• Coordinate with Warehouse team to maintain the reasonable stock level to meet the production requirements
• Work with Finance to assist with slow moving stock process and stock adjustment
• Work closely with Logistics to obtain dispatch details and inform Marketing
• Play an organizer and driver role in terms of above-mentioned points

Data Analysis

• Record sales order details for each month and perform sales order analysis
• Prepare monthly productivity report including detailed analysis of total output, efficiency, yield analysis, trends and product/brand analysis
• Gather relevant data for any other specific analysis required
• Other duties as directed.

Qualifications & Experience

• Territory qualification with Business or commerce background.
• Minimum 2-4 years’ experience in similar role, preferably within Pharmaceuticals/Food Industries.
• Previous experience with ERP/MRP systems, including Pronto, SAP, or equivalent platforms, is essential.
• Take initiative, team-player and self-sufficient.
• Well-developed analysis and critical thinking approach to all tasks.
• Excellent communication skills (both written and verbal) with all levels of stakeholders.
• Keep positive attitude, be strong, cooperative, honest and actively seek opportunities for improvement
• Actively observe operation activities, report any wrong doings or potential risks to business to management in a timely manner

Skills & Attributes:

• Demonstrated a capacity to establish strong and collaborative relationships with both internal and external stakeholders.
• Production system knowledge.
• Exceptional communication skills in both written and verbal.