Position Summary

The Planning Executive is responsible for executing production planning activities from the receipt of customer purchase orders and forecasts through material planning, production scheduling, and delivery of finished goods. The role ensures that customer demand is accurately translated into sales orders, material requirements, and production schedules to support on-time delivery and fulfilment of customer commitments.

Coordinate closely with cross-functional departments, including Sales, Customer Service, Production, Purchasing, Warehouse, Logistics, and Finance, to ensure production plans are aligned with material availability, production capacity, customer requirements, and shipment schedules.

The Planning Executive will execute routine planning activities, monitor material availability and Assurance of Supply (AOS) issues, follow up on production progress, and coordinate corrective actions to minimize production disruptions and delivery delays. The role also supports sales target achievement, monitors key performance indicators (KPIs), and maintains accurate planning information within the company's ERP system.

In the EMS manufacturing environment, the Planning Executive plays an important role in maintaining production flow, balancing customer demand with manufacturing capacity, improving inventory utilization, and ensuring finished goods are delivered according to committed dates. The incumbent is expected to demonstrate strong organizational skills, responsiveness, data accuracy, and effective communication when managing changing customer requirements and operational priorities.

Key Responsibilities

A. Customer Order Management & Sales Order Processing

Receive, review, and process customer Purchase Orders (POs) to ensure order details, quantities, part numbers, and delivery requirements are accurately recorded.
Execute sales order creation for finished goods and component sales in the company's ERP system.
Verify customer order information against existing forecasts, inventory availability, and production requirements, and highlight discrepancies for clarification.
Input and update customer forecast information in the system based on weekly forecasts, monthly requirements, and confirmed purchase orders.
Coordinate with Sales and Customer Service to clarify changes in customer demand, order quantities, delivery schedules, and committed delivery dates.
Maintain accurate and up-to-date customer order records to support production planning, material planning, and delivery monitoring.
Assist in identifying potential order fulfilment risks and communicate any discrepancies or changes to the relevant departments.

B. Production Planning & Scheduling

Execute weekly production planning and scheduling activities based on customer orders, forecasts, material availability, production capacity, and delivery commitments.
Prepare and update production schedules to ensure manufacturing activities are aligned with customer demand and operational priorities.
Coordinate with Production and relevant departments to confirm production readiness, capacity availability, and scheduled completion dates.
Monitor production progress against the planned schedule and follow up on delays, capacity constraints, or changes that may affect customer deliveries.
Coordinate schedule adjustments in response to urgent customer orders, revised forecasts, production issues, or material shortages.
Ensure production priorities are communicated clearly to the relevant departments to support smooth manufacturing operations.
Identify potential production bottlenecks and escalate significant scheduling conflicts or delivery risks to the Planning Manager or HOD.
Maintain accurate production planning records and ensure schedule updates are reflected in the relevant systems.

C. Material Planning & Assurance of Supply (AOS)

Execute material planning activities by reviewing customer demand, production schedules, inventory availability, and component requirements.
Create Material Orders in the system and release the relevant orders to the Warehouse or Store for material kitting and preparation.
Coordinate with Purchasing, Warehouse, and Supply Chain to ensure materials and components are available according to production requirements.
Monitor and follow up on Assurance of Supply (AOS) issues, including material shortages, delayed deliveries, supplier constraints, and other supply risks that may affect production.
Review material availability against upcoming production schedules and identify potential shortages before they affect manufacturing operations.
Coordinate with relevant departments to expedite material availability, resolve material discrepancies, and minimize production interruptions.
Monitor the status of material orders and follow up on outstanding items to ensure timely preparation and release of materials.
Escalate critical material shortages and unresolved supply issues to the Planning Manager, Purchasing, or relevant HOD for further action.

D. Cross-Functional Coordination & Daily Operations

Coordinate daily planning activities with Production, Purchasing, Warehouse, Logistics, Sales, Customer Service, and other relevant departments.
Attend daily operational meetings to review production status, material availability, delivery commitments, and outstanding operational issues.
Execute follow-up actions arising from daily operation meetings and update relevant stakeholders on progress and outstanding matters.
Communicate changes in customer demand, production schedules, material requirements, and shipment arrangements to the appropriate departments.
Coordinate with relevant stakeholders to resolve planning discrepancies, production delays, material shortages, and other issues affecting operational performance.
Support cross-functional problem-solving activities to improve production flow, resource utilization, and delivery performance.
Ensure planning-related information is communicated accurately and promptly to facilitate effective operational decision-making.
Escalate unresolved issues that may affect production continuity, sales achievement, or customer delivery commitments.

E. Delivery Coordination, Logistics & RMA Management

Coordinate with Logistics to arrange the shipment of finished goods according to customer delivery requirements and committed dates.
Monitor finished goods readiness and shipment status to ensure deliveries are executed according to the agreed schedule.
Coordinate with Warehouse and Logistics to verify finished goods availability, shipment quantities, and relevant delivery documentation.
Follow up on pending shipments and communicate potential delivery delays to the relevant internal stakeholders.
Assist in coordinating Return Merchandise Authorization (RMA) returns, including return arrangements, documentation, status monitoring, and follow-up with relevant departments.
Coordinate with Customer Service, Quality, Warehouse, and Logistics to support the processing and tracking of customer returns.
Maintain accurate records of shipment schedules, delivery status, and RMA-related activities.
Support the investigation and resolution of delivery-related discrepancies to improve customer service and delivery reliability.

F. Sales Target, KPI Monitoring & Reporting

Monitor monthly sales orders and production fulfilment progress to support the achievement of established sales targets.
Track and update planning-related KPIs, including On-Time Delivery (OTD) and Committed Required Date (CRD) performance.
Monitor order fulfilment status, production schedule adherence, material availability, and shipment progress against established targets.
Prepare periodic planning reports and provide accurate updates on production status, delivery performance, and outstanding issues.
Analyze planning data to identify recurring production delays, material shortages, scheduling issues, and potential delivery risks.
Coordinate with relevant departments to follow up on corrective actions for missed delivery targets and other planning-related performance gaps.
Maintain accurate KPI records and ensure reports are submitted within the required timelines.
Support continuous improvement initiatives to improve planning accuracy, delivery performance, and overall operational efficiency.

G. ERP System, Data Accuracy & Documentation

Execute routine data entry and updates for customer orders, forecasts, sales orders, material orders, and production schedules in the designated ERP system.
Ensure planning information is complete, accurate, and updated promptly to support effective production and material planning.
Verify relevant system information against customer requirements, material availability, and production planning records.
Maintain organized planning documentation, including customer orders, forecasts, production schedules, material orders, and delivery records.
Assist in identifying and resolving discrepancies in planning data, order information, and system records.
Utilize Microsoft Excel and other relevant systems to monitor order status, production schedules, material availability, and KPI performance.
Support the implementation of improvements to planning processes, reporting formats, and system data accuracy.
Apply proper document control and information-handling practices in accordance with company procedures.

H. Continuous Improvement & Operational Support

Support initiatives to improve production planning accuracy, scheduling efficiency, material availability, and on-time delivery performance.
Identify recurring planning issues and coordinate with relevant departments to develop practical solutions.
Assist in reviewing planning procedures and recommending improvements to reduce delays, scheduling conflicts, and unnecessary operational disruptions.
Support efforts to improve inventory utilization and minimize excess or insufficient material allocation through effective planning coordination.
Coordinate follow-up actions for outstanding operational issues and monitor progress until resolution.
Share relevant planning updates and lessons learned with team members to improve coordination and operational consistency.
Execute additional planning-related tasks and operational assignments as directed by the Planning Manager or HOD.

Key Performance Indicators (KPIs)

The Planning Executive will be accountable for, but not limited to:

On-Time Delivery (OTD): Achievement of established customer delivery targets.
Committed Required Date (CRD): Accuracy of delivery commitments and fulfilment against agreed dates.
Production Schedule Adherence: Achievement of planned production schedules and timely follow-up on deviations.
Sales Target Achievement: Support for monthly sales fulfilment through effective order and production planning.
Material Availability: Timely identification and follow-up of material shortages and AOS issues affecting production.
Order Processing Accuracy: Accuracy and timeliness of customer PO processing, sales order creation, and forecast updates.
Material Order Processing: Timely creation and release of Material Orders for material kitting.
Shipment Coordination: Timely coordination of finished goods shipments according to customer requirements.
RMA Coordination: Timely follow-up and accurate documentation of customer return activities.
Planning Data Accuracy: Accuracy and timeliness of ERP system updates and planning documentation.
Issue Resolution: Timely follow-up and escalation of production, material, and delivery-related issues.
Reporting Compliance: Timely submission of planning reports and KPI updates.

Qualifications & Experience

Bachelor's Degree in Supply Chain Management, Logistics, Business Administration, Operations Management, Engineering, or a related field.
Minimum 1–2 years of relevant experience in production planning, material planning, supply chain, or a related role within a manufacturing environment.
Fresh graduates with relevant qualifications and a strong interest in production planning may be considered at the company's discretion.
Basic understanding of production planning, production scheduling, material requirements, inventory management, and order fulfilment processes.
Experience in processing customer purchase orders, creating sales orders, maintaining forecasts, and preparing production schedules will be an advantage.
Familiarity with ERP systems, particularly SAP, is an added advantage.
Proficiency in Microsoft Office applications, particularly Microsoft Excel, for planning data management and reporting.
Good analytical skills with strong attention to detail and data accuracy.
Good written and spoken communication skills, with the ability to coordinate effectively across departments.
Ability to respond quickly and efficiently to customer requests, changing priorities, and urgent operational requirements.
Strong organizational, time-management, and follow-up skills.
Ability to work independently and collaboratively in a fast-paced manufacturing environment.

Job Type: Full-time

Pay: RM2,800.00 - RM3,500.00 per month

Benefits:

Flexible schedule
Free parking
Health insurance
Maternity leave
Opportunities for promotion

Work Location: In person

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