Production Coordinator

Would you like to become part of a US-based business where your expertise as a Production Coordinator will be fully utilized? This job is perfect for you! 

Location / Shift
Angeles, Pampanga – Evening Shift 

NOTE: You must be willing to work in the office in the above office location to apply for this position

About The Role
We are seeking an exceptionally organized, detail-oriented, and proactive Production Coordinator to join our fast-paced operations team. This is a data-entry-intensive role where accuracy is critical and directly impacts customer satisfaction, order fulfillment, and factory production. The Production Coordinator is responsible for managing and executing the entire production initiation process — from deal setup to sending factory purchase orders — with an unwavering focus on precision, follow-through, and communication.

Key Responsibilities

Deal & Purchase Order Review

• • ●Open new deals and associated purchase orders in the system
    ●Review customer purchase orders and translate them to our system
    ●Review pinned notes and work with the sales team to confirm correct pricing or note approved pricing exceptions
    ●Verify production timelines and confirm that requested “in-hand” dates are feasible
    ●Enter all data required to place an order
    ●Stay on top of your order pipeline, moving orders through the system. Shipping & Fulfillment Setup
    ●Select factory and production type (Rush or Standard)
  • ●Enter detailed shipping information
  • ●3rd-party account details
    ●Carrier
    ●Account zip code, PO # reference, drop ship status, shipping address
    ●Shipping estimates and any rush-related details
    ●Confirm how it is shipping from the factory to us and any communication with the customer and salesperson to make sure it gets to them by the “in-hands” date provided, Line Item Validation
    ●Cross-check line items for accuracy, ensuring SKU and pricing align with PO
    ●For shoes or apparel, break down SKUs by size and quantity
    ●Clone and edit line items to reflect the correct size distribution

Client Communication: 

• • ●Create and send order confirmations using a template
    ●Coordinate with sales/inside reps for client communications when necessary
    ●Send proofs to clients with appropriate notes and updates, and go back and make sure it gets approved promptly to ensure the “in hands” date can still be met
    ●Log all proof and shipping updates in HubSpot
    ●Notify internal teams as needed about status updates to the orders

Factory Purchase Order: 

• • ●Create factory POs using template
    ●Double-check all line items and order details before generating
    ●Save POs as PDFs, split by factory if necessary, and send to factories with approved proofs

Internal Coordination:

• • ●Request photo or yarn approvals from internal teams/ or clients if needed
    ●Facilitate factory communication and clarify design or production concerns, if any, Packing List Generation
    ●Create packing lists using a template
  • Submit Purchase Orders (POs) to Accounting
    ●Submit all production POs to the accounting team in a timely and accurate manner
    ●Ensure each PO includes:
    ●Client information
    ●Clear description of goods/services
    ●Agreed pricing and rates
    ●PO number and close dates
    ●Provide detailed notes to aid the accurate generation of invoices, including:
    ●Country of origin
    ●Special pricing or discounts
    ●Shipping quotes
    ●Any non-standard instructions or discrepancies
  • Scrub Orders at Month-End
    ●Conduct a full audit of POs and deals at the end of each month
    ●Ensure every delivered item/service has a matching invoice
    ●Identify and resolve any outstanding or overlooked billing
    ●Partner with accounting to reconcile and close out all open items

Order Issue Handling:

• • ●Identify the issue quickly through system review or communication
    ●Document all necessary details (including internal notes, screenshots, or supporting files)
    ●Communicate with the appropriate internal team to review the issue collaboratively
    ●Resolve the issue and update all relevant systems and stakeholders

Requirements

Key Qualification

• • ●Proven experience in data entry, order coordination, or production support
    ●Impeccable attention to detail — errors in this role can disrupt client deliveries
    ●Strong time management and organizational skills
    ●Ability to manage multiple deadlines and prioritize under pressure
    ●Experience using CRM tools (e.g., HubSpot) and order management software is a plus
    ●Proficient in Excel
    ●Clear communication skills — written and verbal

Nice To Have Skills

• • ●Familiarity with manufacturing workflows or vendor communications
    ●Experience with e-commerce or B2B order processing
    ●Intermediate proficiency in Excel or Google Sheets

Why join optiBPO?

optiBPO is an exciting workplace where you will be surrounded by smart, talented, and motivated professionals who support clients across Australia, New Zealand, the United States, Canada, the United Kingdom, and Europe. optiBPO helps clients in planning, building, and managing dedicated offshoring teams in the Philippines.

Enjoy great perks and benefits, such as an in-house medical team and HMO coverage. We maintain a healthy workplace that promotes collaboration, creativity, and teamwork. It is important for us to help you advance your career by elevating growth strategies and learning opportunities throughout your career journey with us.

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