Production Administrator Assistant

Aspinal of London Limited; Greater London; On-site; GBP 40,000 - 60,000; Full time

Job summary

An established industry player is seeking a Production Administrator Assistant to join their dynamic Production Team. This role is pivotal in ensuring the smooth operation of procurement and production processes, requiring strong Excel skills and attention to detail. The successful candidate will manage administrative duties, support logistics, and maintain accurate systems. If you are self-motivated and thrive in a collaborative environment, this position offers a fantastic opportunity to contribute to a reputable brand while developing your skills in a supportive team atmosphere.

Qualifications

• Strong Excel skills and attention to detail are essential.
• Self-motivated with excellent time management abilities.

Responsibilities

• Ensure system accuracy and manage supplier communications.
• Assist in monitoring shipments and quality control.

Skills

Excel Skills

Self-motivated

Time Management

Communication Skills

Attention to Detail

Integrity & Trust

Patience

Strong Work Ethic

Confidentiality

Tools

NAV

Job description

Aspinal of London are looking for a Production Administrator Assistant to join our Production Team at our Head Office in West Sussex. This role will support the team with the Procurement and Production of the Supplier category by taking charge of the administrative duties and ensuring all system work is up to date at all times. Also supporting on the Logistics side of the department in regards to logistical monthly spends across the month and blended freights and uplifts.

This role requires attendance in the office at least 4 days per week in Fernhurst.

Accountable For:

• Ensuring that the system is always up to date and accurate, particularly NAV and the PO Schedule.
• Chasing deliveries & paperwork to give Merchandising clear visibility of upcoming intake, releasing packing lists on NAV, and communicating with the Goods In team.
• Being aware of the critical path throughout the production process, especially ex factory dates, to flag issues when updating the PO Schedule.
• Supporting Logistics for the Production Department.
• Assisting the Production Manager in supplier communication and reviewing critical paths weekly.
• Keeping key business documents up to date.
• Checking prices, SKUs, and orders to ensure correct information is on NAV and with suppliers.
• Managing the team calendar to ensure the Production department has a year-to-date calendar with key information: business CP key dates, launch dates, supplier closures/holidays, and team holidays.

Product Ordering Cycle:

• Assisting the team in daily communication with nominated suppliers.
• Uploading orders onto NAV and ensuring accuracy once confirmed by the Production Manager.
• Confirming with suppliers that POs have been logged and requirements passed to the Raw Materials Team.
• Keeping Aspinal systems (NAV) updated with the most recent information.
• Ensuring the PO Schedule is always kept up to date.
• Matching supplier invoices within 48 hours, noting the impact on the business if not done.
• Notifying the team of any discrepancies that arise.

Monitoring Shipments:

• Updating delivery dates & schedules in NAV weekly to ensure the system reflects live information.
• Ensuring packing lists are received ahead of delivery and sharing this with the Logistics and Goods In teams, booking these into the warehouse calendar.
• Checking packing lists match expected intake units, raising issues with the JPM and supplier if necessary.
• Amending blends when updating packing lists on the system with support from the Production Manager and Head of Department.
• Checking received invoices match stock intake and passing along to finance.

Assisting with QC:

• Understanding Aspinal’s quality standards & flagging any quality issues with the team, providing photographic evidence where needed.
• Supporting in quality control as needed.

Competencies:

• Strong Excel Skills
• Self-motivated
• Personal time management and prioritization
• Strong communication skills with Aspinal team departments and suppliers
• Attention to detail
• Integrity & Trust
• Patience
• Strong work ethic
• Confidentiality