Production and Payment Processing Coordinator

Job Description

Job Summary: We are seeking a detail-oriented and proactive Production and Payment Processing Coordinator to join our manufacturing unit. In this role, you will oversee the seamless flow of production orders, manage payment processing for our customers, and ensure timely and accurate order fulfillment. You will be an integral part of ensuring that production schedules are met, customer inquiries are handled efficiently, and all payment-related processes are accurate and processed on time. You will work closely with production teams, customer support, and the finance department to ensure our handcrafted products are delivered in a timely manner, with all customer payments correctly processed and tracked. Key Responsibilities: Production Order Processing: Monitor Production Orders: Track incoming production orders and ensure they are processed promptly and accurately. Liaise with the production team to ensure that all orders are prioritized and deadlines are met. Ensure that production timelines align with customer expectations, coordinating between departments to minimize delays. Maintain Inventory Levels: Monitor raw materials and supplies inventory to ensure production can proceed without interruption. Coordinate with suppliers to place orders for necessary materials, ensuring a smooth production flow. Update Order Status: Update customers on the status of their orders, including any delays or changes to delivery schedules. Maintain accurate records of production status, ensuring up-to-date information is available for customer support and sales teams. Customer Support: Address Customer Inquiries: Handle customer inquiries related to order status, production timelines, and product availability. Resolve any issues related to the production or payment process, ensuring customer satisfaction. Coordinate with Sales/Marketing: Collaborate with the sales team to understand customer needs and ensure that the production team can meet specific order requirements. Provide feedback to the marketing team regarding customer requests or concerns that might impact production. Payment Processing: Invoice Generation and Tracking: Process and generate invoices for orders, ensuring all information is accurate before sending them to customers. Confirm receipt of customer payments and update financial records accordingly. Payment Reconciliation: Ensure that all payments (credit card, bank transfers, etc.) are correctly processed, tracked, and reconciled with the companys financial records. Work closely with the finance team to ensure payments are recorded correctly, and discrepancies are investigated and resolved. Manage Payment Delays or Issues: Monitor outstanding payments and coordinate with customers to ensure timely payment. Assist customers with payment issues, offering support in resolving billing discrepancies or providing payment solutions. Qualifications: Experience: Proven experience in production order processing, payment handling, or customer service in a manufacturing environment. Previous experience in an operations or coordinator role, preferably in a crafts, manufacturing, or e-commerce setting. Skills: Strong organizational and time-management skills, with the ability to juggle multiple tasks and deadlines. Detail-oriented and accurate in managing both production schedules and financial records. Excellent communication skills for liaising between production teams, customers, and finance. Basic understanding of invoicing, payment processing, and order fulfillment systems. Proficient in MS Office, especially Excel, and knowledge of accounting or ERP software is a plus. Personal Attributes: Strong problem-solving abilities with the capacity to handle customer concerns effectively. Ability to work in a fast-paced environment and adapt to changing priorities. Excellent interpersonal skills and the ability to work well across different departments. Customer-focused mindset with a strong commitment to delivering high-quality service. Organized, responsible, and comfortable working with sensitive information (financial records, customer data).