Production Administrator

Coastal Windows & Exteriors; Beverly (MA); On-site; USD 52,000 - 60,000; Full time

Benefits offered by this job

401(k)

Paid time off

Employee discount

Tuition reimbursement

Referral program

Flexible schedule

Professional development assistance

Job summary

Coastal Windows & Exteriors in Beverly, MA is seeking a Production Administrator to support the Production Department. You will be the primary contact for customers, coordinate installations, and ensure accurate project documentation.

The role requires strong communication, organization, and the ability to manage multiple priorities while delivering a positive customer experience; the position offers growth within a woman-owned, family-run business and a collaborative team environment.

Qualifications

• 1–3 years of administrative support, coordination, customer service, or operations experience.
• Strong organizational skills with excellent attention to detail; ability to prioritize in a fast-paced environment.
• Exceptional verbal and written communication, including professional phone etiquette.

Responsibilities

• Act as the primary point of contact for customers during production and installation.
• Schedule installations and walkthroughs, coordinate with crews and field managers.
• Maintain accurate project documentation in the CRM and generate status reports.
• Support the Production Coordinator with daily administrative tasks.

Skills

Strong organizational skills

Excellent communication

Proactive problem-solving

CRM software

Microsoft Office

Google Suite

Team collaboration

Attention to detail

Customer service

Ability to multitask

Education

High school diploma or equivalent

Some college coursework preferred

Tools

Salesforce

Microsoft Office

Google Suite

Job description

Job Title: Production Administrator Company: Coastal Windows & Exteriors Location: 236 Cabot St, Beverly, MA 01915

About Us

Coastal Windows & Exteriors is an award-winning, woman-owned home improvement company based in New England. We specialize in roofing, siding, windows, doors, and decks—delivering energy-efficient, weather-resistant solutions that transform homes and exceed client expectations. With a strong focus on customer education, community support, and our philosophy of “Promise Made, Promise Kept,” we are dedicated to high-quality craftsmanship, exceptional service, and making a meaningful difference in homeowners’ lives.

Job Summary

We are seeking a highly organized, detail-oriented, and customer-focused Production Administrator to support our growing Production Department. In this vital role, you will serve as the primary point of contact for all customers, providing clear, proactive communication throughout the production and installation process. Responsibilities include scheduling installations and walkthroughs, handling inbound service inquiries, maintaining accurate project documentation, and supporting the Production Coordinator with daily operations. The ideal candidate is a proactive problem-solver and excellent communicator who can manage multiple priorities while ensuring a seamless, positive customer experience. This is an exciting opportunity to join a dynamic, growing company where your contributions make a meaningful impact.

Key Responsibilities

• Customer Communication & Service
  • Act as the primary point of contact for customers throughout the production and installation process.
  • Provide proactive updates on project status, scheduling, and potential changes, while maintaining a positive and empathetic demeanor.
  • Answer inbound customer calls and emails, address inquiries, troubleshoot basic issues, and elevate complex problems as needed.
  • Manage customer requests, escalations, and follow‑ups, ensuring timely resolution and accurate documentation in the CRM system.
• Scheduling & Coordination
  • Coordinate and schedule installation dates, walkthroughs, and appointments with customers, crews, vendors, and field managers.
  • Balance crew availability, material delivery timelines, and customer preferences to ensure efficient scheduling.
  • Clearly communicate scheduling details and changes to all relevant parties.
  • Support optimization of the overall production schedule to drive efficiency and timely project completion.
• Administrative & Operational Support
  • Provide direct support to the Production Coordinator with project tracking, reporting, and critical administrative tasks.
  • Maintain and update accurate customer and project information within the CRM for reliable use across internal teams.
  • Generate reports related to project status, scheduling, and customer satisfaction.
  • Assist with additional administrative needs to support smooth department operations.

Skills & Qualifications

• 1–3 years of experience in administrative support, coordination, customer service, or operations (home improvement/construction industry experience a plus).
• Strong organizational skills with excellent attention to detail; able to prioritize and manage multiple tasks in a fast‑paced environment.
• Exceptional verbal and written communication skills, including professional phone etiquette, with the ability to foster positive customer interactions.
• Proactive, solution-oriented mindset with strong problem-solving skills.
• Proficiency in CRM software (Salesforce preferred), Microsoft Office (Word, Excel, Outlook), and Google Suite.
• Ability to work independently as well as collaboratively within a team.
• Committed to clear documentation, SOPs, and timely project follow‑up to ensure outstanding customer experiences.
• High school diploma or equivalent required; some college coursework preferred.
• Reliable commute to Beverly, MA (or plans to relocate prior to start).

What We Offer

• Competitive salary: $52,000–$60,000 + bonus (based on experience)
• Comprehensive benefits: 401(k), paid time off, employee discount, tuition reimbursement, referral program, flexible schedule, and professional development assistance
• Company-sponsored events and a supportive, dynamic team environment
• Unlimited opportunities for professional growth and career advancement within the company
• The chance to make a meaningful impact at a growing, woman‑owned, family‑run business

Company Culture

• Leadership Through Action: Be at your best when your best is needed. Enjoyment of a hard challenge. Those who have the drive to constantly improve, the superior intellect and long term commitment to see incremental improvements become compounding returns.
• Do the Right Thing: Have the self awareness to accurately perceive and communicate hard truths that improve others and self, the courage to do so, and the humility to accept them, even when it hurts. Nothing great can be built without feedback: internally or externally.
• Have unimpeachable Character: Excellence is Essential: Be the type of person with whom people are always proud to associate, personally and professionally. We look for true alignment of thoughts, words, and actions towards a goal worth Pursuing.

What We Offer

• Competitive salary: $52,000–$60,000 + bonus (based on experience)
• Comprehensive benefits: 401(k), paid time off, employee discount, tuition reimbursement, referral program, flexible schedule, and professional development assistance
• Company-sponsored events and a supportive, dynamic team environment
• Unlimited opportunities for professional growth and career advancement within the company
• The chance to make a meaningful impact at a growing, woman‑owned, family‑run business

Coastal Windows & Exteriors is an Equal Opportunity Employer.