Administrative Assistant

Description

Job Summary: Ensure the accuracy and integrity of product technical information, acting as a strategic link between Development and Production. Key Highlights: 1. Acts as a strategic link between Development (Design and Pattern Making) and Production 2. Ensures accuracy, standardization, and integrity of technical information 3. Responsible for registration, management of technical specifications, and revision control **Position: Technical Specification Administrative Assistant** **Job Mission** Ensure the **accuracy, standardization, and integrity of technical information** for manufactured products, guaranteeing that all material, process, and specification data are correctly registered in the system and documented for execution on the shop floor. Act as a strategic link between **Development (Design and Pattern Making)** and **Production**, ensuring the approved product is faithfully reproduced. **Direct Reporting To** Technical Specification Coordinator or Supervisor. **Internal Stakeholders (Internal Customers)** * Product Development (Design and Pattern Making) * Production Planning and Control (PPC) and Production (Cutting, Preparation, Assembly) * Procurement and Warehouse * Quality **Requirements and Qualifications** Academic Background * Completed high school education * Technical course in administrative, production, or related fields preferred Experience * Prior experience in administrative routines * Preferably in textile, footwear, or leather industries Technical Knowledge * Proficiency in Microsoft Office suite (especially Excel – mandatory) * Basic knowledge or experience with enterprise systems * Familiarity with reading and interpreting technical drawings and development specifications **Key Responsibilities** 1\. Master Data Registration and Maintenance * Register new items (raw materials, components, leather, hardware, trimmings) in the ERP system * Standardize item codes and descriptions * Update supplier information, base costs, and technical specifications 2\. Preparation and Management of Technical Specifications * Transcribe data from the approved prototype into the standard layout * Accurately record the Bill of Materials (BOM) * Attach technical drawings, photos, cutting layouts, and visual instructions * Ensure full fidelity between the technical specification and the product to be manufactured 3\. Revision Control and Versioning * Track revisions and changes * Ensure Production always uses the current version * Maintain archived history for traceability 4\. Operational Support and Communication * Issue and distribute technical specifications after OP release * Resolve Production queries * Support Procurement in verifying item codes and purchase requisitions 5\. Organization and Archiving * Maintain physical and digital organization * Ensure confidentiality and traceability of information **Performance Indicators (KPIs)** Indicator Objective **Data Registration Accuracy** 100% of specifications error-free in data entry/coding **Average Registration Time** Reduce time between prototype approval and technical specification release **Zero Non-Conformities** No Production complaints due to technical specification errors **Essential Tools** * ERP/MRP System * Excel / Control Spreadsheets * Technical Drawing Viewing System (for consultation) * Physical and Digital File Organization **Expected Behavioral Competencies** * Attention to detail * Organization and discipline * Clear communication * Agility with precision * Responsibility and sense of urgency * Teamwork