Production Coordinator

Production Coordinator [3 Day Part Time Role]

Are you an Australian based Production Coordinator with a passion for sustainability? Are you interested in joining a forward-thinking and fast-growing eyewear company?

Welcome Studios is the world's first Earth positive eyewear design and manufacturing company. We are innovative designers, passionate researchers and supply chain experts. We build brands, global connections and relationships that last.

Role Overview

The Production Coordinator will support the Senior Production Manager & the Head of Production in the day-to–day runnings of the production department. The main focus will be to maintain overall production administration & data entry, ensure that all projects are delivered in full on time (DIFOT), acting as the communication hub between design, logistics, and manufacturing—to keep production running smoothly. The role will work to maintain efficient production operations and ensure that production processes meet quality, cost, and timeline targets. The candidate will report into the Senior Production Manager & the Head of Production. 

The role integrates strategic ability to streamline both internal processes and foster external stakeholder relationships. You will also play a key role in supporting data analysis to help maintain overall data and administration across all company departments (Design, Commercial, Production, Finance & Sustainability).

The role requires a sound understanding of production processes along with an eagerness to develop, learn and challenge the status quo. 

Job Description & Responsibilities

DIFOT

• Support the Senior Production Manager to ensure all deliveries are DIFOT.
• Work closely with the Senior Production Manager to ensure critical paths and key timelines are adhered to when placing purchase orders and raising new SKUS.
• Work closely with the Senior Production Manager to resolve any issues or special requests from clients.
• Inspect and QC all shipment samples, wear test and handle all DHL shipments and distribution to external clients and suppliers.
• Raise purchase orders (PO's) including calculations to include wastage, reference samples, any extra compliance units needed, and maintain tracking of orders for all clients on the Project Checklist.
• Provide factories with holistic overview via tech pack of each order, including shipping and packing requirements, material and packaging components, and shipment allocations. Including cross checking material codes and liaising between factory and designer for any outstanding information or approvals.
• Monitor the bulk delivery schedules of all materials and components for all POs.
• Raise material, component or packaging orders on behalf of the factory, if necessary.
• Manage and populate all commercial invoice templates and shipping invoices, and obtain all shipping credentials (DoC, DBT, CE Certificates).
• Collaborate with the Head of Production & Sustainability and our compliance lab to coordinate samples for testing and quality inspections.

Data and Systems

• Maintain integrity of the Master Data spreadsheet and all live tech packs, including frames and all packaging elements.
• Ensure all relevant documentation is organised and up to date in the shared drive.
• Raise new SKU's and manage/maintain master data integrity through ERP system.
• Maintain the Running Delivery Report/DIFOT tracker including predicted deliveries overview.
• Update the Project Checklist to reflect current production stages, including live Factory and Client ExW dates.
• Maximise the utility of Unleashed software, training other employees in how to use and creating detailed How-To guides.
• Review and improve handover strategies between design - production - factory (handover checklist and tech pack template).
• Support the Senior Production Manager in managing Asana/flowsana uploads and updates.

Finance

• Work closely with the Senior Production Manager and Finance Team to ensure key stakeholders are aware of upcoming expenses through the Production Payment tracker + client payments tracker side.
• Cross-check the PI of all orders at PO placement and delivery stages.
• Confirm bulk production costs with suppliers at time of PO, and track any other input costs to complete the final costing in the Master Data. Including calculating the per/unit costs of molds, inspections, packaging and packaging transport costs to define final margin.
• Process bulk production deposit and ExW invoicing through Unleashed.
• Work with the Senior Production Manager to reconcile supplier statements with invoices.

Compensation, Details & Perks

• 3-Days per week — starting ASAP
• Salary = AUD$60-75k [pro rata] + superannuation —
  pending experience
• Based in Sydney, Australia —
  suitable candidates from Australia's broader East Coast will be considered
• Two weeks additional paid end-of-year leave on top of normal annual leave
• Flexible work from home arrangements
• Flexibility to spread 3 days across the week
• Opportunity to increase days over time

Welcome Studios is a proud equal opportunity employer. We celebrate diversity and are committed to creating a safe and respectful workplace for our team. All employment decisions are based on business needs, job requirements and individual qualifications. We are inclusive and do not discriminate on the basis of race, religion, gender, national origin, sexual orientation, gender identity or expression, age, marital status, disability status or any other aspect protected by law.