Production & Inventory Coordinator

Job Description

Job Description

Description:

The Production and Inventory Coordinator is responsible for keeping accurate inventory records, readying materials for production, and ensuring shipments are moving correctly and on time. This hands-on role owns daily inventory transactions, production record reconciliation, shipping and receiving, and follow-up on material discrepancies. This position also gives the operations leader reliable information to make decisions and supports the technical team with clear records and timely communication.

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Essential Duties:

• Maintain accurate quantities, locations, units of measure, and status for raw materials, work in process, finished filters, and packaging.
• Record receipts, issues, returns, transfers, production completions, scrap, and shipments when they occur.
• Reconcile any unposted activity before the end of the shift and escalate unresolved exceptions.
• Keep available, held, rejected, and returned material clearly identified and separated.
• Enter and maintain bills of material (BOMs) for new and existing filters using approved technical inputs.
• Verify component numbers, quantities, units of measure, and revision status; route discrepancies for review and retain approval records.
• Maintain work orders and reconcile materials issued and returned against completed filters, remaining work in process, and recorded scrap.
• Investigate unusual usage, missing quantities, and negative balances.
• Perform scheduled counts, prioritizing high-value, frequently used, and problem items.
• Arrange independent recounts for significant differences and trace receipts, usage, transfers, and shipments before proposing an adjustment. Document the reason, supporting evidence, and corrective follow-up.
• Submit adjustments and write-offs for independent approval.
• Physically receive deliveries and verify part numbers, quantities, condition, and purchase-order details.
• Record receipts promptly, identify shortages or damage, label material, and place it in assigned locations.
• Preserve lot or batch information where required.
• Hold discrepancies for resolution and provide receiving documentation to purchasing and accounting.
• Pick, verify, pack, label, and stage finished filters against approved orders.
• Check quantities, product identification, packaging, and release status.
• Prepare packing lists, freight documents, and shipment records; arrange approved carrier pickups and support loading with trained assistance as needed.
• Record shipments promptly, including transfers to affiliated companies, and flag delivery risks before commitments are missed.
• Maintain the production schedule and work-order status under the operations leader’s direction.
• Confirm material availability and staging before planned runs.
• Track progress, shortages, and incomplete jobs; communicate exceptions in a short daily review.
• Obtain approval for changes to priorities, labor assignments, or customer commitments.
• Monitor approved reorder points, open purchase orders, supplier delivery dates, and packaging needs.
• Prepare purchase requests and follow up on approved orders.
• Identify excess, slow-moving, obsolete, or shelf-life-sensitive stock where applicable.
• Escalate shortages and excess inventory; purchasing commitments require delegated authority.
• Maintain accessible receiving, shipment, count, production, and discrepancy records.
• Provide a concise daily exception list and weekly inventory and shipping measures.
• Track each unresolved issue to an assigned owner and due date.
• Maintain approved document revisions and support training on inventory and shipping procedures.
• Follow established safety, material-handling, and quality procedures.
• Perform assigned checks within training, report hazards or defects promptly, and hold questionable material or shipments for review.
• Operate handling equipment only after required training and authorization.
• Keep storage and shipping areas orderly and access routes clear.
• Other duties as assigned.