Asia Production Coordinator / Product Development Assistant

Asia Production Coordinator / Product Development Assistant
Role summary:
This role takes over the administrative and coordination layer of production so senior product and production leaders can focus on higher-value work: bills of materials, purchase orders, line sheets, WIP trackers, factory follow-up, and the documentation everything downstream depends on. The work is detail-heavy and deadline-driven, and it is high-leverage — an accurate BOM and a current tracker prevent expensive mistakes. It also offers a clear path into product development or production management.
Key responsibilities:
Documentation and data
•Create and maintain bills of materials: components, suppliers, consumption, placement, and costing inputs.
•Keep BOMs current as development changes land, and version them so the production BOM is never ambiguous.
•Ensure data accuracy across product, production, and inventory-related documents, reconciling discrepancies rather than passing them on.
•Maintain style and SKU master data, naming conventions, and documentation standards.
Orders and trackers
•Prepare, issue, and process all purchase orders — both production (cut-make) orders and raw material orders (fabric, trims, labels, hangtags, and packaging) — confirming acknowledgements, quantities, prices, and delivery dates. Track raw material POs separately from production orders, flagging long-lead-time commitments to the Production Manager early.
•Maintain production trackers and status updates so anyone can see where every order stands without asking.
•Track key dates — material commitment, production start, inspection, ex-factory, shipment — and flag slippage early.
•Support documentation for shipping, customs, and inbound receiving in coordination with logistics.
Coordination and follow-up
•Handle administrative factory follow-up — PO acknowledgements, quantity and delivery date confirmations, document requests, and ETAs — keeping a written record of every commitment and change. Issue resolution and revision direction are escalated to the Production Manager.
•Maintain the sample tracking log: what was sent, received, reviewed, and still outstanding, by style and submission round.
•Own the lab dip and strike-off log as a live document: sample dispatched to factory, received, reviewed, approved or returned with comments. No lab dip or strike-off is closed without a documented approval status.
•Coordinate dispatch of fabric and trim samples to testing labs: prepare shipments, track receipt, chase outstanding test reports, and file results against the relevant season, style, and supplier. Alert the Production Manager immediately on any test failure.
•Maintain the approved materials board and trim cards: physical and digital records of approved colour standards, fabric swatches, trim components, and bulk approval references, updated each season.
•Schedule third-party factory inspections in coordination with the QA Lead: book inspection dates with providers (QIMA or equivalent), confirm factory access, and track inspection report receipt and filing.
•Maintain and populate full product lifecycle calendars, tracking milestone status and flagging date slippage to the Production Manager. Support internal handoffs between design, development, production, and planning. (Calendar milestone decisions sit with the NYO; this role owns accurate maintenance and timely updates.)
•Prepare recurring status summaries for internal meetings, highlighting outstanding factory actions.
How success is measured:
•BOM and PO accuracy, with error rate trending toward zero.
•Tracker completeness and timeliness; status is never stale.
•Turnaround time on PO issuance and factory follow-up.
•Visibility of outstanding factory actions and open items.
•Time returned to senior product and production leaders.
Profile:
Required
•1–4+ years in production coordination, product development support, or operations, ideally in intimates, apparel or consumer goods.
•Highly organized and genuinely comfortable with detailed administrative work.
•Strong spreadsheet skills (lookups, pivots, data validation) and reliable follow-through.
•Clear, precise written communication, including with non-native English speakers.
Preferred
•Familiarity with factory-facing workflows and overseas suppliers.
•Experience with BOM structures and tech packs.
•Exposure to a PLM or ERP system.
•Interest in progressing into product development or production management.
Tools and systems:
Advanced Excel and Google Sheets, PLM or ERP systems, project tools (Asana / Monday / Notion), and factory communication tools (email / WeChat / WhatsApp).
Competencies and working style:
•Accurate under repetition — the hundredth BOM gets the same care as the first.
•Self-directed on follow-up; chases without being asked.
•Calm and methodical when several deadlines land together.
•Asks the clarifying question rather than guessing.
30/60/90-day outcomes:
•First 30 days: Learn documentation standards, BOM workflows, the PO process, production trackers, and the factory base, and begin producing BOMs and POs under review.
•By 60 days: Independently manage recurring administrative production tasks — BOMs, POs, trackers, sample logs, and routine factory follow-up — without review on standard work.
•By 90 days: Measurably improved tracking accuracy and turnaround times, plus a clear, maintained view of outstanding factory actions used in weekly reviews.

Familiarity with factory-facing workflows and overseas suppliers, experience with BOM structures and tech packs, exposure to a PLM or ERP system, and interest in progressing into product development or production management.

Advanced Excel and Google Sheets, PLM or ERP systems, project tools such as Asana, Monday, or Notion, and factory communication tools such as email, WeChat, or WhatsApp.