Production & Compliance Specialist Job Description

JOB TITLE: PRODUCTION & COMPLIANCE SPECIALIST

JOB TYPE: FULL TIME

REPORTS TO: DESIGN & PRODUCTION MANAGER

DIRECT REPORTS: NONE

 

JOB SUMMARY

The role of the Production & Compliance Specialist position is to manage the full production lifecycle from purchase order submission through completed production, including managing supplier and production compliance.  They are responsible for managing the key areas of product planning, design, sampling, production, quality control, delivery, compliance, corporate responsibility, and packaging.

KEY DUTIES & RESPONSIBILITIES:

Product & Supplier Compliance

  • Lead the product QA process and required/necessary product testing of our range to ensure high quality standards are met.
  • Ensure adherence to all relevant Australian Competition & Consumer Commission (ACCC) product standards 
  • Facilitate & lead our supplier compliance program, ensuring high standards are met and that there is full visibility across our supply chain.ensure regular supplier inspections, audits and certificates are maintained in line with our business compliance expectations. 
  • Collect & maintain supplier certifications, ethical and environmental policies & practices, ensuring they meet Sage x Clare Supplier Code of Conduct standards.
  • Ensure safety compliance standards are met on all products through:
    • the management of tags, labels, warnings etc
    • the collection and maintenance of all product care instructions
    • the review of regulations on a quarterly rotation to ensure compliance is maintained for new and ongoing products
  • Manage the product sampling process by thoroughly checking all samples received against design packs, providing timely feedback of all samples, providing final sign off (under approval by Design & Production Manager) and maintaining the sampling schedule against deadlines
  • Manage inventory discrepancies in bulk production, ensuring timely review of concerns and communication with the Production team to resolve.
  • Proactively manage quality standards with the Production team to ensure a low defective product rate across all products lead sampling and production problem solving
  • Research and assist in sustainability measures in relation to environmentally friendly production and packaging.
  • Train and update warehouse team on product compliance including potential quality concerns for each collection release

Production

  • Review & interpret velocity reports and sales analysis for new collection planning and for core & lifestyle products, ensuring desired timelines and quantities are achieved including timely placement of reorders to ensure product availability to customers
  • Manage the manufacture and related activities of our product range, ensuring desired margins, safety and quality standards are met.
  • Partner with our India-based production team and key stakeholders via regular phone and email communications, facilitating collaboration and relationship success.
    • Facilitate & lead weekly meetings to review production timelines, sampling, compliance and other topics based on production lifecycle
    • Gather and finalise product costs for final approval by the Design & Production Manager
    • Ensure sampling and production timelines are met in line with critical business timelines
    • Ensure regular inline supplier inspections are carried out throughout the sampling and production timeline
  • Create and raise purchase orders for all new products, once design and order quantities are approved by the Design & Production Manager.
  • Ensure sampling & production timelines are met in line with photoshoot and collection launches
  • Manage set up & implementation of product and carton barcoding to ensure accuracy
  • Maintain and manage the product sampling library at our HQ, including archived products and register of samples by collection
  • Manage and approve all supplier packaging requirements for shipping including carton sizing, carton labeling and internal packaging requirements with input from our Warehouse Manager.
  • Before a collection or product design is finalised, meet with the Sr Textile Designer & Warehouse Manager to understand product limitations such as size and weight.
  • Travel as needed to support the production requirements of the business

Product Data Integrity

  • Lead product data management for all products through handover to marketing including input of all product details in Design & Production team sampling and production spreadsheets.
  • Manage all aspects of product barcode generation and alignment across systems
  • Input all new products in Shopify/Dear ensuring accuracy in name formatting, pricing, barcodes and other required details
  • Lead & provide a seamless handover of product information to marketing and warehouse to ensure data integrity across all systems
  • Facilitate timely communication of product amendments (i.e. rrp, fabrication) to all relevant stakeholders

Team Engagement

  • Engage and participate fully in training initiatives, including but not limited to inclusion + diversity workshops and personal + professional development 
  • Actively participate & demonstrate behaviour that aligns with our values of accountability, authenticity, belonging, creativity and excellence
  • Actively participate in apparel/how-to-wear, lifestyle and product photoshoot preparation & execution
    • Prepare product lists to be used for packing products & on set for imagery confirmation
    • Pack & unpack products required for all photoshoots 
    • Participate in product flat-lay photoshoots
    • Participate on styling assistant team at lifestyle photoshoots, if requested
    • Attend apparel/how-to-wear photoshoots to assist on set, if requested
  • General duties & responsibilities of all team members, in our culture of supporting and assisting others when needed include but are not limited to:
    • During high volume times, as directed by management (online sales, collection release, pre-order arrivals, etc), assist in the warehouse
    • Assist with warehouse sales, including working weekends where required, bump in and bump out 
    • Assist team with maintaining general tidiness of warehouse and office areas 
    • Assist with seasonal events including trade show bump in and bump out, as needed
    • Work trade shows where required including weekends and interstate, as needed
  • Other duties as assigned by Management

KEY COMPETENCIES:

  • Accountability
    • Thoughtful, decisive, and aware of the energy that you bring to the workspace
    • Actively take responsibility for ensuring behaviour and communication is in line with best practice diversity and inclusion principles and actively prioritises diversity and inclusion in the workplace 
    • Reflection on and ownership of mistakes with willingness to discuss them in an open and honest way
    • Treat colleagues with respect and compassion by responding when appropriate in a timely and professional manner
    • Ability to work autonomously with full ownership and under pressure to meet deadlines, which could entail last minute, after hours work if required
    • Be a highly motivated, self-starter with superior time-management skills and the ability to multi-task in a fast-paced environment while respecting the workflow and time of the broader team with ability to be flexible if project calendar changes
    • Positive, can-do & highly motivated attitude and self-starter mindset with a relentless drive towards quality and consistency, superior time-management skills and the ability to multi-task in a fast-paced environment
  • Authenticity
    • Ability to take and receive feedback in a respectful and clear way understanding that ‘clear is kind’
    • Transparent intentions and motivations
    • Ability to be resilient, assertive, optimistic and open to change 
    • Ability to clearly & effectively present to internal stakeholders and customers
  • Excellence
    • Strive to do the best whether that is in daily work, collaborating with team members, in general communication, or with external stakeholders
    • Meticulous attention to detail at all times to deliver a high standard & quality of work
    • Capable of managing workflow with the changing & competing priorities of a business, you understand that your flexibility will help you develop and grow along with the business
    • Proactive approach to deliver a high standard quality of work
    • Keen ability & initiative to utilise systems and professional experience to solve problems, find solutions & overcome obstacles
    • Positive & can-do attitude with a relentless drive towards quality and consistency
    • Exercise independent judgement to meet the customers needs while considering the needs of the business
  • Creativity
    • Innovative and willing to challenge the status quo
    • Tackle problems in a multi-faceted way, looking at problems with curiosity from different perspectives and with varied input
    • Adept at dealing with ambiguity
    • Keen ability to solve problems and overcome obstacles 
    • Ability to balance multiple & competing priorities in workload and deliverables
    • Be able to express the company’s views creatively using the brand tone of voice
  • Belonging
    • Communicate in a clear, kind, inclusive and honest way while demonstrating care and compassion to all
    • Proactively participate in, promote and commit to inclusion, equity and diversity
    • Excellent communication skills, self-motivated and personable with strong values and integrity a must 
    • Build sustainable relationships of trust with colleagues & customers through open and interactive communication, ability to respectfully work with diverse teams and personality types
    • Top notch active listening skills, ensuring full understanding of message before making a decision or reacting to make an effective and timely decision
  • Strong Business Acumen
    • Maintain a thorough understanding of our products, pricing & terms and delivery information so that questions can be answered timely, accurately and efficiently
    • Commercially focused with sound business acumen 
    • Demonstrated project management & planning experience
    • Provide accurate, valid and complete information by using the right methods and tools
    • Team player that understands how to work within the business framework, considering the entire team in decisions and requests
    • Strong project management, highly organised and detail oriented
  • Dealing with Ambiguity
    • You’re comfortable with changing & competing priorities and ad hoc needs of a growing business, you understand that your flexibility will help you develop and grow along with the business
    • Keen ability to solve problems and overcome obstacles
    • Confidence, patience, politeness, tact and diplomacy when dealing with difficult situations
  • Team & Customer Focused
    • Build sustainable relationships of trust with colleagues through open and interactive communication
    • Ability to respectfully work with diverse teams and personality types
    • Ability to clearly & effectively present to internal stakeholders, team and customers
    • Interpersonal communication skills driving positive relationships & partnerships 
    • Communicate and coordinate with team members as necessary, being mindful of others schedules & workloads
    • Team player that understands how to work within the business framework, considering the entire team in decisions and requests 
    • Ability to remain calm & clear when team members and/or customers are frustrated, stressed or upset

ABOUT YOU:

Experience and Qualifications

  • 3+ years textile quality assurance & compliance experience, ideally in homewares and apparel
  • Textile production experience highly desired
  • Experience researching and managing compliance requirements, ideally in homewares and apparel
  • Excellent knowledge and experience in Microsoft 365, including Excel, required
  • Experience with Shopify strongly preferred 
  • Experience with Cin7/Dear strongly preferred
  • Adobe Creative Suite (Illustrator, InDesign) strongly preferred
  • Knowledge and experience working with a Mac 
  • Basic understanding of warehouse management systems

Skills and Behaviours

  • Demonstrated project management & planning experience
  • Strong and clear verbal, written communication & interpersonal skills that drive positive relationships and partnerships
  • Keen ability & initiative to utilise systems and professional experience to solve problems, find solutions & overcome obstacles
  • Demonstrated aptitude to work both independently and collaboratively
  • Proven ability to build and maintain productive relationships with a diverse range of internal and external stakeholders.
  • Sound research, analytical and problem-solving skills
  • Demonstrated ability to multi-task, organise personal workflow, prioritise and manage time efficiently while working in a fast-paced environment
  • Accuracy and time management are critical to success - managing and keeping up with changing collection details whilst delivering the result required both accurately and on time.
  • Embody and champion Sage x Clare values