Production Operation Coordinator

PRODUCTION OPERATIONS COORDINATOR

ROLE SNAPSHOT

This is a fast-paced, computer-heavy operations role for someone who can organize people, information, schedules and customer needs without losing the details. The right person should already be comfortable with everyday office technology and learning business software; training will focus on RestorePro systems and workflows - not basic computer use.

Before You Apply: Is This a Good Fit?

This role may be a strong fit if you can confidently do most of the following on day one:

• Navigate Outlook or similar email software, including reading/unread status, folders, attachments, reply/forward functions and calendar use.

• Use copy/cut/paste, save and retrieve files, rename documents, attach files and move between multiple programs or browser windows.

• Work comfortably in Microsoft Word and Excel and learn ERP/business-management software quickly.

• Type accurately, communicate professionally by phone and email, and document conversations and job information clearly.

• Manage competing priorities, shifting schedules and interruptions while keeping follow-up items organized.

• Learn enough about RestorePro services to confidently assist customers, coordinate work and support appropriate service recommendations.

This role may NOT be the right fit if you need ongoing instruction in basic computer functions, are uncomfortable learning multiple software systems, or prefer a position with a narrow and highly repetitive task list.

Position Purpose

The Production Operations Coordinator serves as a central point of communication and coordination between customers, field technicians, vendors, Production, Accounting and HR. The role combines customer service, sales support, dispatch, scheduling, compliance administration, job documentation and general office operations. Success requires strong computer skills, organization, judgment, follow-through and the ability to learn RestorePro processes quickly.

Customer Intake, Communication & Sales Support

• Answer incoming calls professionally, gather accurate information and route or respond appropriately.

• Learn RestorePro services well enough to explain basic service options, support customer confidence and identify opportunities for appropriate service solutions.

• Complete order intake, job setup and dispatch using iRestore and related software.

• Prepare and send estimate correspondence, work orders and other customer/job communications.

• Respond to customer account questions promptly and professionally.

Production Coordination & Scheduling

• Maintain and publish on-call and production schedules; verify assigned technicians and communicate schedule changes.

• Monitor internal and vendor performance and follow up on outstanding production needs.

• Support 24/7/365 operations through organized after-hours and on-call coordination as assigned.

• Administer Xactime/labor reporting and support time, attendance, overtime and vacation tracking/reporting.

• Coordinate training schedules, travel and per diem in support of HR and Production/Operations Management.

Compliance, Licensing & Documentation

• Coordinate ODOH, EPA and other required reports, forms and notifications for regulated work.

• Track compliance training and recertifications for asbestos, lead and other regulated services.

• Coordinate continuing-education registrations, presenter/media information, notifications and participant submissions to applicable Ohio agencies.

• Maintain license renewal tracking and submit building/work permit applications as required.

• Maintain accurate internal documentation and revision tracking for company manuals and procedures.

Billing, Accounts Receivable & Administrative Support

• Accurately invoice customers and assist with collections and accounts receivable follow-up.

• Provide backup support to accounts payable and other accounting functions as assigned.

• Prepare documentation for collection agencies, liens, collections and small-claims processing.

• Complete bank deposits, post-office runs and other administrative deliveries as needed.

• Prepare reports, correspondence, meeting minutes and other internal/external business documents.

Technology & Office Operations

• Coordinate company technology resources including computers, tablets, cell phones and printers.

• Operate standard office equipment and coordinate routine maintenance/service through vendors.

• Administer building security systems and related access processes.

• Provide routine office-level troubleshooting and user support for common software/hardware issues.

What Success Looks Like

• Communication - clear, professional and adaptable communication by phone, email and in person; strong grammar and attention to written detail.

• Organization - manages multiple deadlines, schedules and follow-up items without losing track of details.

• Learning Agility - retains training, applies prior instruction and becomes increasingly independent as new systems and processes are learned.

• Problem Solving - uses available resources, sound judgment and appropriate escalation rather than waiting passively for direction.

• Dependability - consistent attendance, timely follow-through and reliable completion of assigned responsibilities.

• Teamwork - works constructively across departments and supports a respectful, solutions-oriented work

environment.

• Adaptability - remains effective when priorities, schedules or circumstances change unexpectedly.

Qualifications

Requirement What We Are Looking For

Education / Experience Associate degree in accounting, business or a related field preferred, or a comparable combination of education and broad business/office administration experience. Approximately 3 years of relevant experience preferred.

Computer Proficiency Intermediate-to-advanced everyday computer proficiency is expected. Strong working knowledge of Microsoft Office, especially Outlook, Word and Excel. Prior ERP/business management software experience strongly preferred. Xactimate experience is a plus, not a requirement.

Math / Accuracy Comfort with basic business math including rates, ratios and percentages, plus strong attention to numerical and data-entry accuracy.

Industry Knowledge Restoration-industry experience is helpful but not required. Candidate must be willing and able to learn industry terminology, service workflows, compliance requirements and company software.

Licenses / Certifications None required at hire. Opportunities for job-related certification and continuing education may be available.

Physical Demands & Work Environment

This is primarily an office-based position with regular interaction with the shop/production environment where vehicles and equipment are housed. The employee regularly sits, uses hands for keyboarding and handling documents, communicates verbally, and frequently stands or walks. The role requires regularly lifting/moving up to 10 pounds and occasionally up to 25 pounds. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

IMPORTANT: This description identifies the primary responsibilities and qualifications of the position but is not intended to list every possible duty. Additional job-related duties may be assigned based on business needs.