Production Admin Coordinator (Apparel, Remote, Purchase Orders and Production Admin)

This is a great long-term opportunity to join a globally renowned Australian denim and apparel group, with multiple well-known brands sold around the world. We're hiring a Production Admin Coordinator for a brand-new role in their production team, with real opportunity to grow as the team and the business expand.

About the role

You'll provide dedicated administrative and transactional support to the production function, taking the high-volume system, documentation and tracking work off the production managers so they can focus on planning, supplier management and analysis.

The role is defined by accuracy, consistency and turnaround. Your work feeds directly into supplier orders, delivery schedules, finance and the sales team, so data integrity is the single most important part of the job.

You'll own the admin side of the purchase order lifecycle: from raising the PO and sending it to the factory or supplier, through amendments and ex-factory changes, to delivery into the distribution centre. A big part of the day is supplier communication, with 30 to 40 supplier email s most mornings (barcode requests, order questions, site queries and more).

You'll report to the Senior Production Manager and work closely with one other team member day to day, as well as the Production Manager, Product & Denim Manager, Logistics Manager and the supplier base.

What you'll do

Purchase order administration

- Raise bulk, SMS and recut purchase orders in CIN7, accurately matching approved planning and sales close files.

- Upload FOB and international costs, making sure all negotiated discounts and surcharges are correctly applied.

- Add freight and duty costs to all Australian purchase orders.

- Action approved amendments (cancellations, additions, colour and quantity changes) and keep system data aligned.

- Maintain purchase order data through to delivery, including updates when ex-factory dates change or are delayed.

Delivery schedules and data integrity

- Support delivery schedule creation and maintain it as bookings, handovers and revised dates come through.

- Build and maintain the delivery tracker up to the point stock arrives in the DC.

- Run routine data validation checks across CIN7, planning files and delivery schedules, and flag discrepancies.

- Maintain brand cancellation lists and distribute them to the agreed stakeholders.

- Complete the weekly Magellan portal upload and keep the portal current.

- Export CIN7 barcode data for supplier plan sheets and validate recommended retail prices against brand documents.

- Work in supplier Excel files every day (each supplier has its own).

Recut and tracker management

- Place approved recut purchase orders and provide fabric usage detail for the fabric stock list.

- Navigate the PLM (WFX) and export seasonal style data into Excel for recuts.

- Own the recut tracker, uploading purchase order data and ETAs so the sales team has live visibility.

- Keep all production trackers current, accurate and ready for review at agreed checkpoints.

SMS and seasonal administration

- Prepare SMS order templates and raise SMS purchase orders.

- Produce SMS packing lists and split final packing lists by supplier.

- Support seasonal handover documentation to customer service and the international regions.

Supplier and compliance document support

- Chase suppliers for routine documentation (scope certificates, fibre certification, audit and corrective action plan responses) and file it correctly.

- Log compliance documentation in the relevant portals and escalate anything overdue or non-compliant.

- Follow up outstanding supplier confirmations and acknowledgements.

Supplier communication

- Work through the daily supplier inbox so it no longer lands on the production managers.

- Liaise directly with factories and suppliers by email , phone and video call.

- Capture supplier updates, including ex-factory changes and delays and quality issues on P1 and P2 samples, and feed them back concisely.

- Share ex-factory delays promptly with everyone affected, including the sales team, so major retail accounts hear early.

Reporting support

- Prepare recurring reports and data extracts for the production team.

- Compile inputs for margin, DIFOT and factory performance reporting.

- Complete ad hoc administrative tasks as directed.

Not part of this role: creating or maintaining product data (design team), logistics administration and freight forwarder liaison (logistics coordinator), and top-line supply planning.

How success is measured

- Data accuracy across purchase order and delivery schedule entry.

- Turnaround time against agreed service levels for PO placement and amendments.

- Recut tracker, delivery schedules and Magellan portal up to date at agreed checkpoints.

- Low rework rate.

- Supplier document chases closed on time.

- Administrative load released from the production managers.

What you'll need

- 2+ years in a production, supply chain, sourcing or order administration role, ideally in apparel.

- Strong working knowledge of ERP or PLM systems, including managing purchase orders in an ERP (CIN7, NetSuite, SAP or similar).

- Advanced spreadsheet (Excel) skills and proven accuracy with high-volume data.

- Excellent written English and clear, professional supplier communication.

- Excellent spoken English and comfort on phone and video calls with suppliers.

- Highly organised, able to work to deadlines across time zones with minimal supervision.

- Comfortable asking for clarification rather than assuming: accuracy over speed.

- Strong note taking and quick to learn a new system.

- Fully present across a 9am to 5pm working day, comfortable on camera and quick to respond.

Nice to have

- CIN7 or WFX experience.

- An understanding of logistics.

About you

You bring high energy, enthusiasm and engagement. You take the initiative to solve problems and answer your own questions from your notes and recorded training videos, while knowing when to escalate. You keep people updated early, especially when dates slip.

Training

You'll be trained by the Senior Production Manager, with recorded training videos to refer back to. CIN7 experience isn't required on day one: strong note taking makes the difference.

Why join

- A great long-term, full-time opportunity, not a short contract

- Work behind the scenes for a globally renowned denim and apparel group with multiple well-known brands

- Real opportunity to grow: build your skills in CIN7, PLM and international production, and take on more as the team expands

- Structured training from the Senior Production Manager, plus recorded videos to refer back to

- A supportive, organised production team that values accuracy and early communication

- Fully remote, Monday to Friday

Hours

Monday to Friday, 9:00am to 5:00pm Melbourne time. That's 6:00am to 2:00pm Philippine time while Australian daylight saving is on (October to April), and 7:00am to 3:00pm Philippine time from April to October.

How to apply

Please put "PO Admin" in your subject line so we know you've read the whole ad. Applications without it won't be reviewed.

Send your CV and a short note on the purchase order or ERP systems you've used and the volume of POs you've managed.