Production Administrator Assistant

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. In particular to ensure that both NAV and the PO Schedule are always accurate and up to date.
• Responsible for chasing in deliveries & paperwork to give Merchandising clear visibility of upcoming intake. Also to release the packing lists on NAV and communicate with the Goods In team and add to  the Warehouse calendar
• To be aware of the critical path throughout the production process start to end, in particular ex factory dates to flag any issues when updating the PO Schedule
• Support in Logistics for the Production Department
• Supporting the Production Manager in supplier communication, chasing in critical paths on a weekly basis for review
• Responsible for keeping key business documents up to date
• Support in checking prices, SKUs and orders to ensure correct information is on NAV and with suppliers
• Team calendar management. To ensure that 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:

• Assist the team in the daily communication of nominated suppliers.
• Uploading orders onto NAV and ensuring information is accurate once confirmed by the Production Manager.
• Confirming with suppliers that PO’s have been logged and requirements have been passed to the Raw Materials Team.
• Always keeping Aspinal systems (NAV) updated with the most recent information.
• Responsible for ensuring the PO Schedule is always kept up to date.
• Responsible for ensuring supplier invoices are matched within 48 hours, noting the impact on the business if not done so.
• Notifying the team of any discrepancies should they arise.

Monitoring Shipments

• Updating delivery dates & schedules in NAV weekly to ensure the system always reflects live information.
• Ensuring packing lists are received ahead of delivery and sharing this information with the Logistics and Goods In teams. Booking these into the warehouse calendar and ensuring the goods have been released on NAV.
• Checking packing lists match with expected intake units, raising any issues with the JPM and the supplier if necessary.
• Amending the 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

• Having a clear understanding of Aspinal’s quality standards & flagging any quality issues with the team, providing photographic evidence where needed.
• Supporting in quality control as and when needed

Competencies:

• Strong Excel Skills
• Self motivated.
• Personal time management and prioritisation.
• Strong communication skill with Aspinal team departments as well as suppliers
• Attention to detail.
• Integrity & Trust
• Patience
• Strong work ethic
• Confidentiality.