Production Coordinator Job Description: 

Position Summary

The Production Coordinator plays a critical role in ensuring the smooth execution of daily operations by coordinating job scheduling, managing administrative production workflows, and supporting communication between sales, production, and leadership teams. This role requires exceptional organization, attention to detail, time management, and the ability to thrive in a fast-paced environment.

The ideal candidate is proactive, solutions-oriented, and capable of managing multiple moving pieces while keeping projects on track from contract approval through completion.

Primary Responsibilities

Scheduling & Job Coordination

• Schedule all newly approved installation jobs in a timely and efficient manner
• Coordinate and schedule all repair appointments
• Maintain an organized production calendar to maximize crew efficiency and workflow
• Communicate scheduling updates or conflicts to the appropriate team members

Market Sharp Management

• Create new jobs in Market Sharp from approved contracts
• Ensure all job information is entered accurately and completely
• Maintain organized digital job records and status updates
• Assist in tracking job progression through completion

Warranty Administration

• Process and submit all warranty claims and warranty-related documentation
• Coordinate communication between clients, vendors, and internal teams regarding warranty issues
• Maintain organized warranty records and follow-up timelines

Daily Production Preparation

• Print daily work orders for scheduled jobs
• Prepare job folders accurately and completely for installation teams
• Verify all necessary documentation, notes, and project details are included prior to job execution
• Ensure crews have the information needed for successful job completion

Weekly Coordination Responsibilities

• Attend weekly production meetings with leadership (Josh and Tiffany)
• Review and discuss:
  • Upcoming scheduled jobs
  • Active repair projects
  • Product/material ordering needs
  • Scheduling priorities and operational bottlenecks
  • Workflow planning for upcoming weeks

Future Growth / Expanded Responsibilities

As the role develops, the Production Coordinator will transition into additional operational responsibilities including:

• Reviewing and approving contracts prior to job creation
• Marking completed jobs in Market Sharp
• Assisting with production workflow oversight and completion tracking
• Supporting broader operational process improvements

Qualifications

• Previous experience in production coordination, operations coordination, scheduling, project coordination, or office administration preferred
• Strong organizational and multitasking abilities
• Excellent attention to detail and follow-through
• Experience with CRM/project management software (Market Sharp experience strongly preferred)
• Strong communication and problem-solving skills
• Ability to work effectively in a fast-paced environment
• Proficiency in Microsoft Office / Google Workspace
• Ability to prioritize shifting deadlines and operational demands

Key Traits for Success

• Highly organized
• Self-starter
• Detail-oriented
• Calm under pressure
• Strong communicator
• Team-focused
• Process-driven
• Adaptable and proactive

Reports To

Operations Leadership / Management Team

Salary : $38,000 - $44,000