Production Data Entry Clerk

Job Description

Job Description

SUMMARY:  

The Production Coordinator supports the flow of production orders from receipt through shop release by maintaining accurate ERP data, preparing and controlling work-order documentation, and coordinating information among Sales, Design, Purchasing, Production, Warehouse, and Installation. This position provides administrative support to the Production Processor and Operations team and helps ensure production information is complete, current, properly distributed, and available to keep projects moving accurately and on schedule.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

ERP AND DATA MANAGEMENT

• Enter, review, and maintain production-order information, status updates, production moves, and related transactions in the Acumatica ERP system.
• Release production orders in Acumatica as authorized and ensure required information and approvals are complete before release.
• Maintain the accuracy and integrity of ERP records by identifying duplicate, incomplete, inconsistent, or outdated information and promptly coordinating corrections.
• Generate production, status, and tracking reports from Acumatica as requested by management.
• Assist with material-receiving documentation, inventory transactions, and related ERP updates as assigned.

WORK ORDERS AND DOCUMENT CONTROL

• Create, print, copy, assemble, and distribute complete work-order packets and supporting documentation to the appropriate production departments.
• Review work orders, drawings, specifications, quantities, and supporting documents for completeness and consistency before distribution or shop release.
• Process document and drawing revisions, clearly identify current versions, and promptly distribute updated information to affected departments.
• Scan, electronically file, and maintain organized production records, job files, work orders, revisions, and supporting documentation in accordance with company procedures.
• Help ensure obsolete or superseded documents are removed from active use and discrepancies are escalated before production proceeds.

PRODUCTION COORDINATION AND TRACKING

• Monitor the flow and status of production orders and communicate missing information, discrepancies, delays, or schedule concerns to the Production Processor or appropriate manager.
• Route work orders and supporting documentation to Production, Purchasing, Warehouse, Shipping, and Installation based on project requirements.
• Maintain department schedules, status reports, tracking logs, and other tools used to monitor production progress and deadlines.
• Coordinate with Sales, Design, Purchasing, Production, Warehouse, and Installation to obtain information, resolve routine documentation issues, and support timely project handoffs.
• Follow up on assigned action items and maintain clear records of updates, changes, and outstanding information.

ADMINISTRATIVE AND GENERAL SUPPORT

• Provide administrative and data-entry support to the Production Processor, Signs Manager, Purchasing, and Operations team as assigned.
• Prepare routine correspondence, reports, labels, forms, and other production-related documents.
• Handle company, customer, pricing, and project information with appropriate discretion and confidentiality.
• Adhere to established work schedules and break periods and maintain consistent attendance and punctuality to support production operations and deadlines.
• Attend company and department meetings, uphold company core values, and maintain professional conduct.
• Perform other duties and special projects as assigned.

EDUCATION, EXPERIENCE, AND QUALIFICATIONS

• High school diploma or GED required; associate degree or related coursework preferred.
• Previous administrative, data-entry, production-support, customer-service, or office experience required.
• Experience in a manufacturing, construction, sign, or other project-based environment preferred.
• Experience using an ERP or production-management system preferred; Acumatica experience is a plus.
• Proficiency with Microsoft Outlook, Excel, and Word and the ability to learn company systems and procedures.
• Ability to review work orders, drawings, quantities, and supporting documents for completeness, accuracy, and consistency.
• Strong organizational and time-management skills with the ability to manage multiple priorities and meet recurring deadlines.
• Strong attention to detail and commitment to accurate data entry, document control, and recordkeeping.
• Strong written and verbal communication skills and the ability to coordinate effectively across multiple departments.
• Ability to identify missing or inconsistent information, resolve routine issues, and escalate concerns appropriately.
• Ability to work independently with appropriate direction while collaborating effectively with the Operations team and other departments.
• Ability to maintain confidentiality and exercise sound judgment when handling company, customer, pricing, and project information.
• Demonstrates reliable attendance and accurately records work time in accordance with company policy.
• Regular on-site attendance during scheduled work hours is required to support production coordination and timely information flow.

SUPERVISORY RESPONSIBILITIES:  

This position does not currently have direct reports but may coordinate, delegate, and oversee department tasks and provide work direction to team members as assigned.

LANGUAGE SKILLS:  

Ability to read and interpret work orders, shop drawings, production documents, procedures, and business correspondence. Ability to prepare clear records and routine reports and communicate effectively with employees, vendors, customers, and other departments.

MATHEMATICAL SKILLS:  

Ability to perform and verify calculations involving quantities, measurements, percentages, and other production-related information with accuracy.

REASONING ABILITY:  

Ability to review information for completeness and consistency, identify errors or missing documentation, prioritize competing deadlines, resolve routine issues using sound judgment, and recognize when escalation is necessary.

CERTIFICATES, LICENSES, REGISTRATIONS:  

None required. A valid driver license may be required if assigned duties include operating a company or personal vehicle for business purposes.

PHYSICAL DEMANDS - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Prolonged periods of sitting and working at a computer workstation.
• Frequent use of hands and fingers for keyboarding, mouse use, document handling, filing, scanning, and operating standard office equipment.
• Frequent standing and walking to copy, assemble, route, and distribute production documents and work-order packets.
• Occasional bending, reaching, stooping, or moving between office, production, warehouse, and shipping areas.
• Occasional lifting, carrying, or moving files, work-order packets, supplies, or materials weighing up to approximately 25 pounds.
• Ability to review detailed information on paper and computer screens and communicate effectively in person, by telephone, and in writing.

WORK ENVIRONMENT

This position operates primarily in a professional office environment with regular computer, telephone, copier, printer, and scanner use.

• Frequent interaction with Production and periodic entry into manufacturing, warehouse, shipping, and installation-support areas may be required.
• Noise levels are generally moderate in the office and may increase when visiting production or warehouse areas.
• Required to follow all company safety procedures and wear appropriate personal protective equipment when entering designated production or warehouse areas.
• Regular on-site attendance during scheduled work hours is required to perform the essential functions of this position and support production operations.