Factory Admin & Operations Assistant

Key Responsibilities

1. Factory Administration & Coordination

• Support daily administrative operations at the factory
• Maintain a clean and organised office space
• Receive and manage visitors, suppliers, and service providers
• Track daily tasks and support coordination across teams
• Prepare checklists, meeting notes, and updates

2. Records, Logs & Filing

• Maintain both physical and digital filing systems
• Ensure all documents are properly named, dated, and filed
• Follow up to ensure logs and registers are completed daily
• Report any missing or incorrect records

3. Stores & Inventory Support

• Support documentation for raw materials and finished goods
• Assist with stock records, stock cards, and movement tracking
• Support stock counts and report discrepancies
• Ensure proper labelling and organisation of stores

4. Production & Operations Support

• Assist with daily production coordination
• Follow up on production logs and batch records
• Track operational issues such as delays or missing materials
• Support inspections, audits, and production activities

5. Procurement & Supplier Documentation

• Receive and file supplier documents (invoices, delivery notes, etc.)
• Support basic procurement processes and supplier follow-ups
• Maintain supplier records
• Ensure all purchases are properly documented

6. Dispatch & Delivery Support

• Support preparation of delivery notes and dispatch records
• Ensure all dispatch documentation is complete and signed
• Coordinate with relevant teams before dispatch
• Track movement of finished goods

7. HR & Staff Support

• Track staff attendance and maintain timesheets
• Support communication of staff notices and schedules
• Assist with filing staff documents
• Report attendance inconsistencies

8. Compliance & Audit Support

• Maintain documentation for inspections and audits (KEBS, county, etc.)
• Ensure all records are organised and easily accessible
• File licences, permits, and compliance documents
• Report any compliance gaps

9. Expense & Petty Cash Support

• Collect and file receipts for expenses
• Maintain simple expense records
• Ensure all expenses are properly documented and submitted

Qualifications

• Degree in Business Administration, Operations, Supply Chain, Procurement, or related field
• 1–2 years of relevant experience (admin, operations, factory, or similar roles)
• Experience in a factory, warehouse, or FMCG environment is an added advantage
• Fresh graduates may be considered if highly organised and practical

Skills & Competencies

• Strong organisation and record-keeping skills
• High attention to detail
• Strong follow-up and task completion ability
• Good communication and coordination skills
• Basic understanding of inventory and stock systems
• Good computer and document management skills
• Ability to identify gaps and inconsistencies
• High level of professionalism and integrity

Personal Attributes

• Highly organised and disciplined
• Reliable and consistent
• Honest and trustworthy
• Practical and hands-on
• Proactive and detail-oriented
• Comfortable working in a factory environment

Key Performance Indicators (KPIs)

• Accuracy and completeness of records
• Timely filing and documentation
• Organisation of physical and digital files
• Reduction of missing or incomplete documents
• Responsiveness in follow-ups
• Quality of coordination across teams
• Reliability and professionalism

Confidentiality

The role requires strict confidentiality when handling company information, including production, financial, and staff records. Any misconduct or misrepresentation may lead to disciplinary action.

How to Apply

Send your application to: people@plumbee.africa
📌 Subject line must be: Factory Admin & Operations Assistant

Include:

• Updated CV
• At least two referees
• Relevant certificates (if applicable)

📅 Deadline: 21st May 2026