– File & Production Coordinator

Excel & Google Sheets | Operations

Role Overview

We are looking for a highly organized File & Production Coordinator to support our healthcare data operations team. This role will be responsible for managing production files, allocating work across team members, tracking progress, consolidating completed work, maintaining accurate production records, and preparing daily and weekly operational reports.

The ideal candidate should be very comfortable working with large Excel files and Google Sheets and should have strong attention to detail. This is an operations-focused role requiring someone who can keep multiple projects, files, and team allocations organized without losing track of deadlines or data.

Key ResponsibilitiesProduction & Allocation Management

- Manage daily allocation of production work across team members based on priorities, capacity, and project deadlines.
- Maintain allocation trackers showing assigned work, completed work, pending volumes, and productivity.
- Coordinate with Team Leads and Operations Managers to ensure production targets are met.
- Reallocate work when required based on workload, absences, priorities, or delivery timelines.
- Track projects from receipt of data through production, quality review, and final delivery.

File Management
- Maintain organized project folders and ensure files follow agreed naming conventions and folder structures.
- Maintain control over input, working, QA, completed, and final delivery files.
- Ensure the correct versions of files are being used by production teams.
- Consolidate files received from multiple team members into master production files.
- Maintain backups and historical versions where required.
- Identify duplicate, missing, incomplete, or incorrectly formatted files before they impact production.

Excel & Google Sheets Management
- Create and maintain operational trackers using Microsoft Excel and Google Sheets.
- Work with large datasets using:
- XLOOKUP / VLOOKUP
- INDEX-MATCH




- Pivot Tables
- Filters and sorting
- Conditional formatting
- COUNTIF / SUMIF / SUMIFS
- Data validation
- Basic text and date functions
- Compare files and identify missing or duplicate records.
- Create summary reports from detailed production data.
- Maintain shared Google Sheets used by multiple operational teams.

Production Reporting
- Prepare daily, weekly, and monthly production reports.
- Report metrics including:
- Allocated volume
- Completed volume
- Pending volume
- Productivity by team/member
- QA status
- Backlog
- Delivery status
- Highlight projects or allocations that are at risk of missing deadlines.
- Maintain project-level dashboards and trackers for management visibility.
- Provide accurate status information during operational reviews.

Data & Quality Control
- Perform basic validation of files before and after production.
- Verify row counts and ensure records have not been accidentally lost or duplicated during processing.
- Check that mandatory fields, headers, and formats are maintained.
- Coordinate corrections when discrepancies are identified.
- Maintain reconciliation between source files, allocated files, completed files, and consolidated output.

Operational Coordination
- Work closely with Operations, Data, Analytics, and Quality teams.
- Follow up with team members on pending allocations and production status.
- Maintain clear documentation of allocations, file movements, and project status.
- Support managers with capacity planning and workload visibility.
- Help improve production trackers, templates, and operational processes.

Required Skills




- Strong proficiency in Microsoft Excel.
- Strong working knowledge of Google Sheets.
- Comfortable handling large datasets and multiple files.
- Good understanding of Excel formulas, Pivot Tables, lookups, filters, and data validation.
- Excellent attention to detail.
- Robust organizational and file-management skills.
- Ability to manage multiple projects and deadlines simultaneously.
- Comfortable following up with team members and maintaining production discipline.
- Ability to identify discrepancies in numbers and investigate the reason.
- Good written and verbal communication skills.

Preferred Skills
- Experience working in a data processing, healthcare data, BPO/KPO, analytics, or operations environment.
- Experience maintaining production or allocation trackers.
- Experience working with CSV and large Excel files.
- Basic knowledge of Power Query, Excel macros, Python, SQL, or automation tools would be an advantage but is not mandatory.
- Experience preparing management dashboards or MIS reports.

Experience 2–5 years of experience in operations, MIS, production coordination, data processing, or a similar role.

What Success Looks Like The successful candidate will ensure that at any point in time we can clearly answer:

- What work has been received?
- How much work has been allocated?
- Who is working on it?
- How much has been completed?
- What is pending?
- Has all the data been accounted for?
- Is the project on track for delivery?
- Where is the latest and correct version of every file?

The objective of this role is to bring structure, visibility, and control to day-to-day production operations so that the production teams can focus on processing data while management has accurate and timely visibility into progress. Our website www.Supplycopia.com Pay: ₹20,000.00 - ₹25,000.00 per month

Benefits

- Health insurance
- Life insurance
- Provident Fund

Work Location: In person

📌 File & Production Coordinator (Ahmedabad)
🏢 Supplycopia
📍 Ahmedabad