Production Coordinator

HireBus Inc.; New Berlin (WI); On-site; USD 42,000 - 56,000; Full time

Job summary

HireBus Inc. in New Berlin, WI is seeking a Production Coordinator to support Production Managers with scheduling, customer communication, and daily operations. You will help keep projects on track and ensure customers are informed while coordinating across internal teams and vendors.

The ideal candidate is proactive, highly organized, tech-savvy, and excels in written and verbal communication. Previous operations or production support experience is a plus; you should be comfortable managing

Qualifications

• Strong customer service or client-facing experience.
• High level of organization and attention to detail.
• Tech-savvy with the ability to learn new software quickly.
• Excellent written and verbal communication skills.
• Proactive, dependable, and comfortable managing multiple priorities.
• Experience supporting operations, production, or project teams preferred.

Responsibilities

• Serve as a primary contact for customers throughout the production process.
• Provide timely updates on schedules, next steps, and project status.
• Respond professionally to customer inquiries via phone, email, and text.
• Escalate issues or concerns to Production Managers as needed.
• Support Production Managers with scheduling, coordination, and daily job tracking.
• Assist with organizing job files, work orders, and project documentation.
• Help coordinate internal teams, subcontractors, and vendors as directed.
• Track job progress and ensure required information is updated accurately.
• Maintain accurate records in production and CRM systems.
• Enter notes, schedules, and status updates into project management software.
• Assist with reporting, follow-ups, and task management.
• Use technology tools efficiently to keep workflows organized and on schedule.
• Anticipate potential delays or issues and communicate proactively.
• Follow up on open items without being prompted.
• Support continuous improvement of production processes and customer experience.

Skills

Customer service

Organization

Tech-savvy

Written communication

Verbal communication

Multitasking

Operations support

Job description

The Production Coordinator provides essential support to the production department by assisting Production Managers with scheduling, customer communication, documentation, and daily operations. This role is ideal for a proactive, detail-oriented professional with strong customer service skills and confidence using technology. The Production Coordinator helps keep projects on track, ensures customers are informed, and supports alignment across internal teams.

Key Responsibilities

Customer Service & Communication:

• Serve as a primary support contact for customers throughout the production process.

• Provide timely updates to customers regarding schedules, next steps, and general project status.

• Respond professionally to customer inquiries via phone, email, and text.

• Escalate issues or concerns to Production Managers as needed.

Production Support:

• Support Production Managers with scheduling, coordination, and daily job tracking.

• Assist with organizing job files, work orders, and project documentation.

• Help coordinate internal teams, subcontractors, and vendors as directed.

• Track job progress and ensure required information is updated accurately.

Administrative & Technical Support:

• Maintain accurate records in production and CRM systems.

• Enter notes, schedules, and status updates into project management software.

• Assist with reporting, follow-ups, and task management.

• Use technology tools efficiently to keep workflows organized and on schedule.

Proactivity & Problem Solving:

• Anticipate potential delays or issues and communicate proactively.

• Follow up on open items without being prompted.

• Support continuous improvement of production processes and customer experience.

Qualifications:

• Strong customer service or client-facing experience.

• High level of organization and attention to detail.

• Tech-savvy with the ability to learn new software quickly.

• Excellent written and verbal communication skills.

• Proactive, dependable, and comfortable managing multiple priorities.

• Experience supporting operations, production, or project teams preferred.