Job Summary
Title: Production Administrator
Supervisor: Production Manager
Position Overview:
The Production Administrator supports the Production team in the day-to-day execution of import, receiving, and shipping operations across Whimsocal’s brand portfolio. This role manages shipping and customs documentation, maintains accurate shipping schedules, coordinates direct import (DI) bookings, and ensures accurate system records in SAP and Produmex (WMS). Working closely with Coordinators, Accounting, factories, freight forwarders, and warehouse teams, the Production Administrator ensures shipments are documented, received, and tracked accurately and on schedule. The ideal candidate is highly organized, detail-oriented, deadline-driven, and comfortable managing multiple shipments and systems at once. All Admin work is logged and checked via the Weekly Admin Checklist.
Key Responsibilities:
Shipping Document Management:
Verify shipping documents to ensure all details match company purchase orders Advise Coordinators of any discrepancies in cost or quantity File shipping documents to the Production folder and attach to the corresponding PO in SAP Prepare customs documentation and submit to the customs broker
Receiving:
Create a receiving report for each shipment Send the receiving email to Accounting after shipping documents are verified Complete POE receiving within one week of the berthing date Complete DI receiving within one week of ETD
Shipping Schedule Management:
Log every shipment in the shared shipping schedule (Google Doc) Update ETA dates in both the shared schedule and SAP Respond to shipping schedule status inquiries from other departments
Container Management (SAP / Produmex WMS):
Create container management records in SAP for warehouse receiving in Produmex (WMS) Input the contents of each container Update container status and ETA dates
Item Setup in SAP:
Gather item data from Editorial and Coordinators Compile item data into a template for SAP upload
Direct Import (DI) Booking — TJX, Staples, Indigo, Calendar Club, ACCO, Image Gallery:
Request and compile documentation from factories and Accounting three weeks before the ship window starts Submit booking on the forwarder’s website 15 days before the ship window starts Track booking status and ensure factories deliver DI orders within the ship window
Labels & Shipping Manifests:
Create inner and carton label files for POE and DI orders Create shipping manifests for DI shipments
Sample Shipments (FedEx):
Ship samples and color standards to factories via FedEx Provide tracking numbers to the Coordinator in charge
Skills and Qualifications:
Bachelor’s degree preferred or equivalent work experience 1+ years of experience in production, import/export, logistics, or supply chain administration preferred Familiarity with shipping and customs documentation and direct import (DI) processes Experience with ERP systems (SAP preferred) and warehouse management systems (Produmex a plus) Strong organizational skills with high attention to detail and accuracy Ability to manage multiple deadlines in a fast-paced environment Excellent written and verbal communication skills Proficiency in Microsoft Office and Google Workspace (Excel, Outlook, Google Docs)
Key Competencies:
Attention to Detail Organization and Prioritization Deadline Management Cross-Functional Communication Systems Accuracy (SAP / WMS) Follow-Through and Reliability Problem Solving
Compensation:
$21.00 – $23.00 per hour, depending on experience. This is a full-time, non-exempt (hourly, overtime-eligible) position. Whimsocal offers a comprehensive benefits package.
Pay: $21.00 - $23.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
Work Location: In person
