| Detail | For this role |
|---|---|
| Department | Production |
| Level | Entry level |
| Reports to | Production Executive |
| Direct reports | None |
| Experience | 1 to 3 years in a production or plant office role |
Production Assistant job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Production Assistant
Department: Production
Reports to: Production Executive
Location: [City], [office, branch or site]
About the role
A Production Assistant handles the paperwork and coordination that keeps a shop floor running: production entries, indents, records, and follow-ups between production, stores and quality. They enter data in the ERP, prepare daily reports, chase material and documents, and support the supervisor and executive. The role reports to the Production Executive or Production Manager. A good production assistant keeps records accurate and up to date, follows up until issues close, and frees the shop floor team from routine desk work.
Key responsibilities
- Enter daily production, rejection and downtime data in the ERP against each work order.
- Prepare the daily production report and shift summaries for the supervisor and executive.
- Raise indents for material, tools and consumables and follow up with stores until delivered.
- Maintain job cards, work order files and quality records in order for easy retrieval.
- Coordinate between production, stores, quality and maintenance to close pending issues.
- Track work order status and flag delays to the executive before they hit despatch.
- Compile attendance and overtime inputs for the shop floor and pass them to HR.
- Prepare simple charts on output, rejection and downtime for the daily meeting.
- File and retrieve documents for audits and keep controlled formats up to date.
- Support new joiner induction on the floor with forms, gate passes and lockers.
Requirements
- Graduate or diploma in any stream
- Good MS Office and typing skills
- Knowledge of an ERP is an advantage
- 1 to 3 years in a production or plant office role
KRAs and KPIs for a Production Assistant
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Data accuracy | Production entries in the ERP correct with no repeated correction the next day |
| Report timeliness | Daily production report issued before the set time on every working day |
| Follow-up closure | Pending indents and issues closed within the agreed turnaround |
| Record keeping | Job cards and quality records complete and audit ready at all times |
| Coordination | No despatch delay caused by a missed follow-up in the month |
| Inputs to HR | Attendance and overtime inputs sent to HR accurately before the cut-off |
Skills and tools
Tools used day to day: ERP system, MS Excel and Word, Production register, Email, Printer and scanner.
Reporting line and career path
Next roles: Production Coordinator, Production Executive, Planning Assistant
Interview questions for a Production Assistant
- How do you keep production data accurate when entries come from several shifts?
- A work order is running late. How do you find out why and whom do you follow up with?
- How do you organise job cards and records so they are ready for an audit?
- How do you prioritise when three supervisors want reports at the same time?
- How do you compile overtime inputs correctly for HR?
- Tell me about a time your follow-up prevented a despatch delay.
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What does a production assistant do?
A production assistant handles the records and coordination behind a shop floor. They enter production, rejection and downtime data in the ERP, prepare daily reports, raise indents, chase material and documents, and coordinate between production, stores and quality. They keep records audit ready and free the supervisor and executive from routine desk work.
What is the difference between a production assistant and a production executive?
A production assistant focuses on data entry, reports, records and follow-up from the plant office. A production executive runs the line itself, setting targets, managing material and manpower, and owning output and quality. The assistant supports the executive, and with experience can grow into an executive or coordinator role.
What qualifications do you need to be a production assistant?
Most production assistants are graduates or diploma holders in any stream with good computer and typing skills. Knowledge of an ERP and Excel is a strong advantage. Employers look for accuracy in data entry, discipline in follow-up, good coordination between departments, and the ability to keep records ready for audits.