Job Title: Work Preparation Administrator
(Also known as Planning Administrator / Production Planning Assistant in some industries)
🎯 Role Overview
A Work Preparation Administrator supports operational and production teams by preparing, organizing, and coordinating all necessary documentation, schedules, and resources before work begins. This role ensures that projects or production processes run smoothly, efficiently, and without delays.
🔑 Key Responsibilities
1. Work Planning & Preparation
- Prepare work orders, job cards, and production schedules
- Ensure all required materials, tools, and documentation are available before work starts
- Coordinate with different departments to align schedules
2. Documentation & Record Keeping
- Maintain accurate records of work instructions, technical documents, and reports
- Update databases and ERP systems with job details
- Ensure all documentation complies with company standards
3. Coordination & Communication
- Act as a link between production, procurement, engineering, and logistics teams
- Communicate job requirements, timelines, and updates
- Follow up on pending tasks to avoid delays
4. Resource & Material Management
- Monitor availability of materials and components
- Coordinate with procurement for shortages or urgent requirements
- Track inventory levels related to ongoing work
5. Scheduling & Monitoring
- Assist in creating and updating work schedules
- Track progress of jobs and report delays or issues
- Support supervisors in workload planning
6. Quality & Compliance Support
- Ensure work instructions meet quality and safety standards
- Assist in audits by maintaining proper documentation
- Follow company procedures and regulatory requirements
🧠Required Skills & Qualifications
đź“š Education:
- Diploma or Bachelor’s degree in Business Administration, Engineering, or related field
đź’ˇ Skills:
- Strong organizational and planning skills
- Good knowledge of MS Excel and ERP systems (SAP, Oracle, etc.)
- Attention to detail and accuracy
- Good communication and coordination skills
- Ability to handle multiple tasks and deadlines
đź’Ľ Experience:
- 1–3 years in administration, production planning, or operations support (preferred)
🌟 Key Traits for Success
- Highly organized and methodical
- Proactive problem-solver
- Team-oriented mindset
- Ability to work under pressure in fast-paced environments
🏢 Typical Employers
- Manufacturing and production companies
- Engineering and construction firms
- Oil & gas, aviation, and heavy industries
- Logistics and supply chain organizationsÂ
