1. Job Purpose
The Front Desk & Job Card Coordinator will be responsible for customer handling , coordinating the flow of quotations, job cards, production planning and status updates between the office and production floor.
The role requires maintaining accurate documentation, ensuring job cards reach the concerned production teams on time, tracking the progress of every job, updating the production status board and software, and preparing quality and production reports.
The position requires good coordination, discipline, accuracy, computer skills and strong follow-up ability.
Key Responsibilities
A. Quotations & Customer Documentation
- Prepare and issue quotations based on approved requirements and company formats.
- Verify product details, quantities, dimensions, specifications and rates before preparing quotations.
- Maintain proper records of quotations issued.
- Coordinate with the concerned team whenever clarification is required for a quotation.
- Ensure quotations and related documents are properly filed and updated.
B. Job Card Printing & Documentation
- Receive approved orders / production instructions and prepare job cards.
- Print job cards and supporting documents required for production.
- Verify job card details before releasing them to the production floor.
- Ensure all required information, drawings, dimensions, specifications and instructions are attached wherever applicable.
- Maintain a proper record of issued job cards.
C. Job Card Handover to Production Floor
- Hand over job cards to the respective production teams / departments.
- Ensure the floor receives the correct job card at the correct stage.
- Obtain acknowledgement or confirmation from the concerned team where required.
- Coordinate with Production In-charge regarding priority jobs and urgent requirements.
- Ensure obsolete or revised job cards are withdrawn and replaced with the latest version.
D. Job Card Planning & Production Coordination
- Assist in planning the sequence of job cards based on production priorities.
- Coordinate with Production In-charge to understand daily and upcoming production requirements.
- Arrange job cards department-wise / process-wise for smooth production flow.
- Track whether jobs have moved from one production stage to the next.
- Follow up on delayed or held job cards and bring the issue to the attention of the concerned person.
- Ensure production priorities are clearly communicated to the floor.
E. Job Card Status Management
Maintain and continuously update job cards under the following categories:
1. Pending Job Cards
- Jobs waiting to be started.
- Jobs awaiting material, approval, drawing, clarification or other requirements.
2. Running Job Cards
- Jobs currently under production.
- Track the current production stage and responsible department.
3. Ready Job Cards
- Jobs completed and ready for inspection, dispatch, installation or further processing.
- Ensure every active job card has a clear and current status.
- Identify jobs that remain pending beyond the expected timeline and escalate them.
F. Production Status Board
- Maintain the production status board on a daily basis.
- Update the board with the current status of all active job cards.
- Clearly display:
- Job Card Number
- Quantity
- Current Production Stage
- Status
- Pending Reason, if any
- Expected Completion / Target Date
- Ensure the physical board and software status remain synchronized.
- Remove or move completed jobs promptly.
G. Quality Reports
- Prepare and maintain quality inspection reports as required.
- Collect quality-related information from the production / quality team.
- Record defects, rejections, rework and rectification details.
- Maintain job-wise quality documentation.
- Ensure quality reports are properly updated and filed.
- Escalate repeated or major quality issues to the concerned authority.
H. Software Updating & Data Management
- Enter and update job card information in the company's production / ERP software.
- Maintain current status of each job in the software.
- Update:
- Job Card status
- Production stage
- Quantity completed
- Pending quantity
- Ready quantity
- Quality status
- Rework / rejection status
- Dispatch / completion status, wherever applicable
- Ensure software data is updated daily and accurately.
- Cross-check software information with physical job cards and production status.
- Maintain data confidentiality and accuracy.
3. Daily Responsibilities
The employee is expected to:
- Attending walkin customers
- Check new orders / approved production requirements.
- Prepare and print required job cards.
- Verify job card details before release.
- Plan and arrange job cards according to production priority.
- Hand over job cards to the respective floor teams.
- Collect updates from production teams.
- Categorize jobs as Pending / Running / Ready.
- Update the physical production status board.
- Update the software with the latest status.
- Follow up on delayed / pending jobs.
- Prepare required quality / production reports.
- Highlight important issues to the Production In-charge.
- Ensure all documentation is properly maintained before closing the day.
4. Key Skills Required
- Good computer knowledge.
- Working knowledge of MS Excel and MS Word.
- Ability to operate production / ERP software.
- Good data-entry speed and accuracy.
- Good communication and coordination skills.
- Strong follow-up skills.
- Ability to understand job cards, dimensions and production instructions.
- Good documentation and filing skills.
- Ability to prioritize multiple jobs.
- Attention to detail.
- Ability to work closely with production-floor personnel.
- Basic understanding of manufacturing / furniture / wood-product processes will be an advantage.
5. Personal Attributes
The ideal candidate should be:
- Highly organized
- Systematic and disciplined
- Accurate with data
- Proactive in follow-up
- Responsible for maintaining updated information
- Good at coordinating with different departments
- Comfortable working in a production environment
- Able to identify discrepancies and immediately report them
- Capable of handling multiple job cards simultaneously
6. Key Performance Indicators (KPIs)
Performance will be evaluated based on:
- Accuracy of quotations.
- Accuracy of job cards.
- Timely printing and release of job cards.
- Timely handover of job cards to production.
- Daily updating of production status.
- Accuracy of Pending / Running / Ready classification.
- Accuracy and timeliness of software updates.
- Timeliness of quality reports.
- Reduction in missing / misplaced job cards.
- Reduction in delays caused by documentation or communication gaps.
- Proper coordination between office and production floor.
7. Important Responsibility
The Front Desk & Job Card Coordinator must ensure that at any given time, the management can clearly understand the current status of every active job simply by checking the Job Card, Production Status Board or Software.
The employee is responsible for maintaining one accurate and updated source of information regarding the movement and status of production jobs.
Job Type: Full-time
Pay: ₹15,000.00 - ₹25,000.00 per month
Work Location: In person
