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Job details:
Thirty Nine Industries is looking for a highly organized and proactive Client & Production Coordinator to manage customer orders from the time material is received at the factory until it is packed and dispatched.
The coordinator will act as the primary link between clients, the production floor, quality control, stores and dispatch. The role requires regular communication with customers regarding material status, coating colour, sampling, expected completion dates, rejections and dispatches.
The ideal candidate should be comfortable working on a factory floor, following up with multiple departments and maintaining accurate order-wise records.
Key Responsibilities1. Material Inward and Job Creation
- Receive and verify incoming customer material.
- Record the customer name, item description, quantity, required colour, finish and committed delivery date.
- Ensure that every consignment is properly counted, labelled and photographed where required.
- Generate and maintain a unique Job ID for every customer and colour combination.
- Record shortages, transit damage, existing scratches or other concerns at the inward stage.
- Share material receipt confirmation with the customer.
2. Order and Production Coordination
- Track every job through the complete production process:
- Material received
- Pre-coating inspection
- Cleaning and degreasing
- PVD coating
- Cooling
- Quality inspection
- Repair or recoating, where required
- Packing
- Ready for dispatch
- Dispatched
- Coordinate with the production team regarding colour schedules and machine planning.
- Confirm which colours and customer jobs are currently under production.
- Follow up on delayed or pending jobs and escalate potential delays in advance.
- Ensure that urgent orders and committed dispatch dates are clearly communicated to the production team.
3. Customer Communication
- Provide customers with clear and accurate updates regarding their running orders.
- Respond to questions such as:
- Has our material been received?
- What stage is the order at?
- When will the colour be coated?
- Is any material pending or rejected?
- When will the order be ready?
- When and through which vehicle will it be dispatched?
- Send proactive status updates instead of waiting for customers to follow up.
- Avoid giving delivery commitments without confirming them with production.
- Maintain professional communication through telephone, WhatsApp and email.
- Keep a written record of important customer instructions and commitments.
4. Sampling and Colour Approvals
- Coordinate all new colour and finish sampling requirements.
- Record the exact item, substrate, base finish, colour and reference sample provided by the customer.
- Ensure that samples are correctly labelled and handed over to production.
- Track pending samples and follow up until completion.
- Share sample photographs or arrange physical samples for customer approval.
- Maintain records of approved samples and shade references for future production.
- Ensure production does not proceed on approval-based jobs until the required confirmation is received.
5. Quality and Rejection Coordination
- Coordinate with the QC team to record accepted and rejected quantities.
- Separately record:
- Chrome or base-material rejection to be returned to the customer
- PVD rejection requiring stripping and recoating
- Material damaged or unsuitable before coating
- Shortages identified during counting or packing
- Inform customers promptly when their material has a quality or coating-related concern.
- Track PVD repair material until it is recoated and cleared.
- Ensure rejected items are properly labelled and not mixed with approved material.
6. Packing and Dispatch
- Prepare order-wise packing and dispatch details.
- Verify the quantity being packed against the inward quantity, accepted quantity and rejected quantity.
- Coordinate with the customer regarding vehicle arrangements, courier details or pickup schedules.
- Prepare packing slips, delivery challans and dispatch summaries.
- Ensure each dispatch clearly records:
- Total quantity received
- Quantity dispatched
- PVD repair quantity
- Rejected quantity being returned
- Balance quantity remaining at the factory
- Share dispatch confirmation, document copies and vehicle details with the customer.
- Maintain proof of dispatch and customer acknowledgement.
7. Records and Daily Reporting
- Maintain an updated order tracker in Excel, Google Sheets or the company’s production system.
- Update the status of every running job before the end of each working day.
- Prepare a daily report covering:
- Material received
- Jobs under production
- Colours planned and completed
- Jobs pending beyond the committed date
- Samples pending
- Orders ready for dispatch
- Dispatches completed
- Rejections and repairs pending
- Customer decisions or approvals awaited
- Maintain customer-wise job history, shade approvals and dispatch records.
- Ensure that physical material, job cards and digital records always match.
Candidate Requirements
- Graduate or diploma holder in any discipline.
- Approximately 2–5 years of experience in production coordination, order processing, factory operations, dispatch, customer service or job-work manufacturing.
- Experience in metal finishing, electroplating, powder coating, hardware, bathware, fabrication, auto components or a similar manufacturing industry will be preferred.
- Good working knowledge of Microsoft Excel, Google Sheets, WhatsApp and email.
- Comfortable communicating with clients in Hindi and English.
- Able to count and reconcile material quantities accurately.
- Strong follow-up, documentation and problem-solving skills.
- Comfortable spending time on the production floor and coordinating with workers, supervisors and management.
- Must remain calm and professional when dealing with urgent orders, delays or customer complaints.
Key Skills
- Customer coordination
- Production follow-up
- Order tracking
- Material inward and dispatch
- Inventory reconciliation
- Sampling coordination
- Documentation and reporting
- Excel and Google Sheets
- Clear written and verbal communication
- Attention to detail
- Ownership and accountability
Performance Expectations
The person’s performance will be measured on:
- Accuracy of inward and dispatch quantities
- Timeliness and accuracy of customer updates
- Reduction in repetitive customer follow-ups
- Adherence to committed dispatch dates
- Accuracy of the live order tracker
- Proper documentation of samples, approvals and rejections
- Number of dispatch or quantity discrepancies
- Early escalation of delays and production concerns
Working Arrangement
- This is a full-time, factory-based position.
- The candidate must be present on the shop floor and cannot manage the role only from an office desk.
- Regular coordination with customers, production, QC, stores, packing and dispatch teams will be required.
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