Department: Production / Operations

Location: Gandhidham, Gujarat

Reporting To: Production Manager / Management

Company: PLENOVA Supply Chain Pvt. Ltd.

Position Purpose The Production Planning & Procurement Coordinator will support the Production Manager in ensuring smooth and efficient functioning of production operations. The role will involve coordination between suppliers, vendors, production teams, customers, maintenance personnel, quality teams, and management.

The position holder will be responsible for monitoring raw material availability, lumber procurement, production planning, machine maintenance status, inventory levels, customer requirements, quality of dispatched materials, and operational MIS.

The person should be proactive, analytical, and capable of taking initiative rather than merely following instructions.

Key Roles & Responsibilities

1. Lumber Procurement and Vendor Coordination

- Regularly gather market intelligence and pricing of lumber from various suppliers and vendors.
- Maintain a comparative statement of lumber prices, availability, quality, moisture condition, transportation cost, and delivery timelines.
- Obtain quotations from multiple suppliers and assist management in identifying the most competitive supplier.
- Conduct or support rate negotiations with suppliers.
- Prepare comparative pricing analysis and recommend suppliers based on price, quality, reliability, and delivery capability.
- Issue purchase orders to approved suppliers after obtaining necessary approvals.
- Ensure that all orders clearly mention the required specifications, sizes, quantities, quality standards, and delivery schedules.
- Maintain a vendor database including contact details, pricing history, quality performance, and delivery performance.
- Continuously identify and develop alternate suppliers to reduce dependency on limited vendors.

2. Vendor Follow-up and Supply Management

- Follow up regularly with suppliers for timely dispatch of lumber and other required materials.
- Track committed quantity versus actual quantity supplied.
- Monitor delayed supplies and take immediate corrective action.
- Coordinate with vendors regarding shortages, wrong sizes, quality issues, or delayed deliveries.
- Maintain an order tracking system showing:
- Date of enquiry
- Date of quotation
- Supplier selected
- Purchase order date
- Ordered quantity
- Material specification
- Expected delivery date
- Actual delivery date
- Pending quantity
- Quality status

3. Customer Requirement Planning

- Collect and regularly monitor customer requirements and forecasts.
- Maintain a rolling requirement plan for pallets, lumber, and other products.
- Coordinate with the Production Manager to ensure that production is planned according to customer requirements.
- Highlight anticipated shortages or capacity constraints in advance.
- Monitor urgent and additional customer requirements and arrange production accordingly.
- Maintain customer-wise requirement versus production versus dispatch reports.

4. Production Planning and Coordination

- Assist the Production Manager in preparing daily, weekly, and monthly production plans.
- Plan production requirements based on:
- Customer orders
- Forecasted demand
- Available lumber stock
- Production capacity
- Machine availability
- Labour availability
- Dispatch commitments
- Ensure proper coordination between lumber processing and pallet production.
- Monitor actual production against planned production.
- Identify reasons for production shortfalls and delays.
- Prepare corrective action plans in coordination with the Production Manager.
- Provide daily production targets to the production team as approved by the Production Manager.
- Follow up during the day to ensure achievement of planned output.

5. Daily Production Output Monitoring

- Prepare and communicate daily production requirements to the production team.
- Monitor:
- Planned production
- Actual production
- Rejections
- Rework
- Machine downtime
- Labour availability
- Material shortages
- Prepare daily production reports.




- Escalate any expected production shortfall immediately to the Production Manager and Management.

6. Machine Maintenance Monitoring

- Maintain a complete list of all production machines and equipment.
- Regularly check the operational and maintenance status of machines.
- Coordinate with the maintenance team for preventive maintenance.
- Maintain records of:
- Machine breakdowns
- Breakdown duration
- Reason for breakdown
- Repair carried out
- Spare parts replaced
- Preventive maintenance schedule
- Ensure that maintenance activities do not unnecessarily affect production schedules.
- Highlight recurring machine problems to management.
- Assist in planning critical spare parts inventory.

7. Quality Monitoring and Dispatch Control

- Maintain close coordination with the Quality and Production teams.
- Ensure that pallets and lumber being dispatched meet customer specifications and quality requirements.
- Monitor dispatched material to minimize customer rejection.
- Pay particular attention to:
- Correct dimensions
- Material quality
- Moisture content
- Fungus or damage
- Proper nailing and assembly
- Strength and structural condition
- Correct quantity
- Customer-specific specifications
- Maintain records of quality issues identified before dispatch.
- Analyze customer rejection trends and identify root causes.

8. Customer Complaint Resolution

- Record all customer complaints and quality issues.
- Coordinate internally with Production, Quality, Procurement, and Dispatch teams to investigate the issue.
- Conduct root cause analysis wherever required.
- Prepare corrective and preventive action plans.
- Follow up until the issue is resolved.
- Maintain a Customer Complaint Register containing:
- Date of complaint
- Customer name
- Product
- Nature of complaint
- Quantity affected
- Root cause
- Corrective action
- Preventive action
- Closure date

The objective should be to continuously reduce customer complaints and rejections. 9. Inventory and Stock Monitoring

- Regularly monitor stock of:
- Lumber
- Semi-finished materials
- Finished pallets
- Blocks
- Nails
- Paint
- PP materials
- Packaging materials
- Other production consumables
- Conduct periodic physical verification of stock.
- Compare physical stock with system/Excel records.
- Identify slow-moving, damaged, excess, or obsolete inventory.
- Maintain minimum and maximum stock levels for critical consumables.
- Provide advance purchase requirements to avoid production stoppages.

10. Consumable Planning

- Identify all critical production consumables.
- Monitor consumption trends.
- Calculate average daily and monthly consumption.
- Establish reorder levels and minimum stock levels.
- Ensure that critical consumables are available before stock reaches a critical level.
- Coordinate with Procurement for timely replenishment.

11. Machinery and Capacity Expansion Planning

- Monitor existing production capacity versus future customer requirements.
- Identify bottlenecks in the production process.
- Assist management in evaluating the requirement for:
- Additional machines
- Replacement machines
- Automation
- Material handling equipment
- Additional manpower
- Collect quotations and specifications for new machinery.
- Prepare comparative analysis covering:
- Investment cost
- Production capacity
- Operating cost
- Manpower saving
- Maintenance cost
- Return on investment
- Payback period

12. MIS, Excel Reporting and Data Analysis The candidate must be highly proficient in Microsoft Excel and capable of maintaining structured operational data.

Mandatory knowledge should include

- VLOOKUP / XLOOKUP
- HLOOKUP
- Pivot Tables
- Pivot Charts
- IF Functions
- SUMIF / SUMIFS
- COUNTIF / COUNTIFS




- Data Validation
- Conditional Formatting
- Basic Dashboard Preparation
- Data Filtering and Sorting
- Comparative Analysis
- Trend Analysis

The candidate will be responsible for preparing and maintaining MIS relating to:
- Lumber prices
- Vendor comparison
- Purchase orders
- Supplier performance
- Production planning
- Daily production
- Production efficiency
- Machine downtime
- Inventory levels
- Consumable consumption
- Customer requirements
- Dispatch quantities
- Quality rejections
- Customer complaints
- Pending orders

Key Performance Indicators (KPIs) The performance of the employee may be measured on the following parameters:

Area

Key Performance Indicator

Procurement

Competitive purchase price and savings

Vendor Management

Timely availability of lumber

Production Planning

Production plan achievement

Inventory

Prevention of stock-outs and excess inventory

Quality

Reduction in customer rejection

Customer Complaints

Timely resolution and reduction in repeat issues

Machine Maintenance

Reduction in machine downtime

Production

Daily output achievement

MIS

Accuracy and timeliness of reports

Consumables

Availability without excess stocking

Cost Control

Reduction in wastage and operational inefficiencies

Educational Qualification

Preferred qualifications

- Graduate in Engineering, Production, Mechanical, Industrial Engineering, Supply Chain, Operations, or Commerce.
- Diploma holders with strong practical manufacturing experience may also be considered.
- Additional qualification in Supply Chain Management, Production Planning, or Data Analysis will be an advantage.

Experience Required Preferred Experience: 3–7 years

Experience in one or more of the following industries will be preferred:

- Wooden pallet manufacturing
- Lumber / timber industry
- Manufacturing
- Production planning
- Procurement
- Warehouse operations
- Supply chain operations
- Industrial manufacturing

Candidates with strong practical exposure and analytical capability may be considered even if their industry experience is from another manufacturing sector.

Skills and Competencies Required

Technical Skills

- Solid Microsoft Excel knowledge.
- Production planning and scheduling.
- Vendor management and negotiation.
- Inventory management.
- Basic understanding of machine maintenance.
- Data analysis and MIS reporting.
- Quality control awareness.
- Knowledge of ERP systems will be an advantage.

Personal Skills

- Proactive and self-driven.
- Strong follow-up capability.
- Ability to work under pressure.
- Good communication and negotiation skills.
- Strong analytical and problem-solving ability.
- Attention to detail.
- Ability to coordinate with multiple departments.
- Should take ownership of assigned responsibilities.
- Should identify problems before they become critical.
- Willingness to work on the shop floor as well as perform office-based analytical work.

Expected Behaviour and Working Approach This position is not intended to be purely clerical or data-entry oriented.

The employee is expected to:

- Take initiative.
- Follow up independently.
- Identify operational gaps.
- Bring issues to the attention of the Production Manager before they affect production.
- Analyze data and recommend solutions.
- Coordinate actively with vendors and internal departments.
- Maintain discipline in records and reporting.
- Act as an operational support system for the Production Manager.

The person should gradually develop sufficient knowledge of the entire manufacturing process and should be capable of independently handling operational responsibilities when required.

Reporting Structure

Reports To: Production Manager

Functional Coordination With:

- Management
- Procurement Team
- Production Team
- Quality Team
- Maintenance Team
- Warehouse Team
- Dispatch Team
- Accounts Department
- Suppliers and Vendors
- Customers, wherever required

Pay: ₹25,000.00 - ₹30,000.00 per month

Benefits

- Provident Fund

Application Question(s):
- MS Excel is mandatory

Work Location: In person

📌 Assistant Manager Production (Gandhidham)
🏢 Plenova Supply Chain Private
📍 Gandhidham