Factory Administrator

About the Factory Administrator role

The main role of the Factory Administrator is to work closely with the sales staff and key personnel from various departments within the Factory, to support the production process by coordinating and expediting the flow of paperwork to these departments.

Factory Administrator responsibilities

• Direct support to sales staff to assist with quotes and invoicing.

• Ensuring all information is gathered at quoting stage to prevent any delays / confusion within the different departments.

• Maintain constant communication with the Production Manager and Supervisor regarding any potential amendments or hold ups on project orders due to site changes and/or cancellation of orders.

• Update and maintain Production Schedule with accurate Purchase order information.

• Clear indication of special instructions to reflect on manufacturing documents handed to various departments within the Factory.

• At all times ensure that inventory items are clearly identified on job sheets and picking slips handed to stores and machine room.

• Compliance to company policies and guidelines at all times.

• Assist in organizing and executing periodic stock take activities on internal systems.

• Assist Factory Operations Administrator with execution of any Admin related procedures i.e, invoicing, customer queries, internal system updates, filing, warranty repairs, etc.

• Direct support to sales teams indicating ETA's on projects being manufactured.

• Any reasonable instruction given by senior management.

Summary of key duties:

• Customer Quotes:
• o Assist with identification of products needed to meet client spec.
• o Ensure correct quantities are clearly indicated.
• o Capture all special instructions at quoting stage.

• Distribution of Job Sheets:
• o Handing over Picking slips / job sheets to various departments within the factory.
• o Attach all supporting documents, should there be any, i.e. drawings, special colour powder coating, mitres, etc.

• Production Schedule:
• o Capture all new Orders received for manufacture.
• o Maintain and update schedule on completion of jobs.
• o Notify production Manager of any Changes on projects already scheduled.
• o Notify sales staff on any changes to order i.e. delays, concessions, deviations and any other relevant info impacting their orders
• o Close off completed projects.

• Warranty repairs:
• o Ensure correct product has been identified / indicated on documentation received from Sales Team.
• o Distribute paperwork to stores / Production Manager for repair or picking of product to hand to Installation team.

• Invoicing:
• o Ensure all products indicated by Assembly teams have been updated on sales order before processing invoice.
• o Investigate any changes in quantities and/or products before processing.
• o Once processed, attach supporting documents and hand over for filing.

Role requirements:

• Matric (Grade 12)
• At least 2 – 3 yrs relevant industry experience in a similar role
• Strong administrative skills
• Organized and efficient
• Good verbal and written communication skills in English and one other South African language
• Good numeracy and computer literacy skills.
• Good working knowledge of ERP systems i.e. SAGE, SYSPRO or SAP
• Working knowledge of ISO 9001:2015 or any other related QMS

Personal competencies:

• Neat and presentable
• Punctual with good attendance and stable track record
• Being able to develop good working relationships and trust with various teams.
• Detail-oriented.
• Working well with different departments.
• Always keeping the end-user, internal and external customers in mind.
• Results and deadline driven.