Position Summary

The Production Operations Coordinator will support the sourcing and production team by managing day-to-day execution after vendor/factory direction has been established. This role is responsible for creating purchase orders, maintaining the WIP report, coordinating and reviewing samples, documenting sample steps, conducting QA audits when production arrives, managing shipping documents, reporting critical dates and delays, and ensuring clear cross-functional communication.

Key Responsibilities

Purchase Order & WIP Management

• Create new purchase orders based on approved styles, quantities, pricing, delivery dates, and vendor information. Data to be provided – the role is not responsible for forecasting.
• Maintain accurate PO records and update changes related to delivery dates, quantities, style details, and production status.
• Own and maintain the WIP report, ensuring all information is accurate, current, and clearly communicated.
• Track production milestones, approvals, delays, and shipment readiness.
• Flag late updates, missing information, or potential delays to the sourcing director and relevant cross-functional partners.

Sample Coordination, Measuring & Review

• Coordinate all sample requests, incoming samples, outgoing samples, and sample shipments.
• Receive, organize, label, and track samples throughout the development and production process.
• Measure samples and compare measurements against specs, approved samples, or internal standards.
• Review samples for accuracy, quality, workmanship, construction, labeling, packaging, and overall appearance.
• Document sample comments, approvals, rejections, revisions, measurements, photos, and next steps.
• Send samples to internal teams, vendors, factories, or external partners as needed.
• Maintain clear documentation of sample movement, review status, and approval history.

Documentation Ownership

• Own documentation for PO creation, WIP updates, sample reviews, sample measurements, shipment details, production status, and QA findings.
• Ensure all key documents are organized, updated, and accessible to the appropriate team members.
• Maintain records of approvals, comments, photos, measurements, shipping documents, and vendor communications.
• Ensure all required production and shipment documents are complete and accurate.

QA Audit & Production Receipt

• Conduct QA audits when production arrives.
• Review incoming production against approved samples, PO details, packaging requirements, labeling, and quality expectations.
• Document QA findings, discrepancies, damages, shortages, or quality concerns.
• Communicate production issues to the sourcing director and cross-functional partners.
• Follow up on corrective actions or next steps as needed.

Shipping Document Management

• Collect, review, organize, and track shipping documents from vendors and logistics partners.
• Help ensure required documents are received on time and shared with the appropriate internal teams.
• Track shipment status, delivery windows, and delays.
• Communicate shipping document issues, missing information, or timeline concerns promptly.

Critical Date & Delay Reporting

• Track and report critical dates including sample due dates, approval deadlines, production completion dates, ex-factory dates, shipping dates, and arrival dates.
• Provide regular updates on upcoming deadlines, overdue items, risks, and delays.
• Escalate urgent issues clearly and promptly.
• Help the team stay ahead of timeline risks by maintaining accurate reporting and proactive communication.

Cross-Functional Communication

• Communicate regularly with sourcing, planning, warehouse, and other internal teams.
• Follow up on open questions, missing approvals, shipment updates, sample status, and production issues.
• Prepare clear status updates and action-item summaries.
• Help ensure all teams have the information they need to make timely decisions.

Qualifications

• 1-3 years of experience in production coordination, sourcing operations, merchandising operations, purchasing support, supply chain coordination, QA support, or a related role.
• Experience creating or maintaining purchase orders preferred.
• Strong attention to detail and accuracy.
• Strong organizational and follow-up skills.
• Ability to manage multiple projects, deadlines, samples, and documents at the same time.
• Comfortable measuring and reviewing physical product samples.
• Strong written and verbal communication skills.
• Proficiency in Excel, SmartSheet, or WIP/project tracking tools.
• Ability to work cross-functionally and communicate delays or issues clearly.
• Experience with samples, production timelines, shipping documents, QA review, or vendor communication is preferred.

Ideal Candidate Profile

The ideal candidate is highly organized, detail-oriented, hands-on, and proactive. They are comfortable managing many moving pieces and keeping accurate records. They enjoy follow-up, documentation, sample coordination, and operational execution. They can identify when something is late, missing, incorrect, or at risk, and they communicate those issues clearly before they become larger problems.
This person should be comfortable working with physical product, reviewing samples, tracking PO and production details, and coordinating between internal teams and vendors.

This job profile is not meant to be all inclusive of the responsibilities of this position and this position may require the performance of other duties as necessary.

Key offers competitive compensation including a highly competitive benefits package.

Interested candidates please send resume with references via e-mail hr@keyapparel.com or by mail to Key Industries, Inc., Attn: Human Resources, 400 Marble Road, Fort Scott, KS 66701.  For more information about Key, please visit our web-site at www.keyapparel.com