Factory Coordinator

Department

Operations

Reporting To

HR Manager

Job Location

Factory Site

Job Purpose

To manage billing activities, prepare accurate MIS reports, maintain operational records, coordinate with various departments, and ensure timely reporting for management decision-making.

Key Responsibilities

Billing & Documentation

• Prepare sales invoices, purchase entries, debit notes, and credit notes.
• Verify billing documents, delivery challans, weighment slips, and supporting documents.
• Generate daily, weekly, and monthly bills as per company procedures.
• Coordinate with accounts, dispatch, sales, and logistics teams for billing-related activities.
• Maintain billing records and ensure proper filing of documents.

MIS Reporting

• Prepare Daily MIS, Production MIS, Sales MIS, Dispatch MIS, and Inventory MIS.
• Generate reports from ERP/software and Excel.
• Analyze operational data and prepare summary reports for management.
• Maintain departmental performance trackers and dashboards.
• Prepare monthly management reports and presentations.

Data Management

• Update and maintain master data in ERP/software.
• Ensure accuracy of production, dispatch, stock, and sales data.
• Reconcile data received from different departments.
• Maintain records of inward and outward materials.

Coordination

• Coordinate with Production, Store, Purchase, Accounts, and Dispatch departments.
• Follow up for pending documents and approvals.
• Support management in data collection and report preparation.

Record Keeping & Compliance

• Maintain proper documentation and records.
• Ensure confidentiality of company data.
• Follow company policies and SOPs.
• Support internal and external audits by providing required records.

Required Qualifications

• Graduate (B.Com, BBA, BA, B.Sc.) preferred.
• Diploma/Certification in Computer Applications will be an added advantage.

Experience

• 2-4 years of experience in Billing, MIS, Back Office Operations, or Factory Administration.
• Experience in manufacturing/factory environment preferred.

Required Skills

• Strong knowledge of MS Excel (VLOOKUP, XLOOKUP, Pivot Table, IF, SUMIFS).
• Knowledge of ERP systems such as Tally, Busy, or similar software.
• Good analytical and reporting skills.
• Strong data accuracy and attention to detail.
• Good communication and coordination skills.
• Ability to work under deadlines.

Key Performance Indicators (KPIs)

1. Billing accuracy percentage.
2. Timely submission of Daily/Monthly MIS.
3. Data accuracy in reports.
4. Pending billing cases.
5. Report generation turnaround time.
6. ERP data updation compliance.
7. Document management and record accuracy.

Preferred for Manufacturing/Cattle Feed Factory

• Knowledge of production reporting.
• Stock and inventory reconciliation.
• Dispatch and weighbridge documentation.
• Raw material inward/outward reporting.
• Daily production and sales MIS preparation