Production Coordinator Assistant

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

Benefits offered by this job

Company sponsored events

Company provided 401k

Unlimited growth opportunities

Job summary

Coastal Windows & Exteriors in Beverly, MA is seeking a Production Coordinator Assistant to support the Production Department with contract processing, customer communication, and installation scheduling. The role requires a proactive problem-solver with strong organizational and communication skills to ensure a smooth customer experience.

You will work closely with the team to manage contracts, updates, and post-install follow-ups, contributing to efficient project execution and exceptional

Qualifications

• Experience in administrative, coordination, or customer service roles.
• Proficiency with CRM software and MS Office.
• Excellent verbal and written communication, and strong attention to detail.

Responsibilities

• Process and verify customer contracts in the CRM and file documents.
• Serve as main contact for customers through production and installation.
• Answer inbound calls, troubleshoot, and log interactions in the CRM.
• Coordinate installation dates and final walkthroughs with crews and clients.
• Provide administrative support and generate project status reports.

Skills

CRM software

Customer service

Organizational skills

Communication skills

Education

High school diploma

Tools

Salesforce

Google Suite

Microsoft Office

Job description

Job Title: Production Coordinator Assistant

Company: Coastal Windows & Exteriors

Location: 236 Cabot St, Beverly, MA 01915

About Us:

Coastal Windows & Exteriors is an award winning, New England based, leading home improvement company dedicated to delivering high-quality craftsmanship and exceptional customer service. We specialize in roofing, siding, windows, doors, and decks and are committed to transforming homes and exceeding client expectations. Coastal Windows & Exteriors is a woman owned home improvement company with an education first approach to deliver on the philosophy of, "Promise made Promise Kept."

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.

Job Summary:

We are seeking a highly organized, detail-oriented, and customer-focused Production Coordinator Assistant to join our growing team. This vital role will support our Production Department by ensuring smooth contract processing, maintaining clear customer communication, handling inbound service inquiries, and meticulously scheduling installations and final walkthroughs. The ideal candidate will be a proactive problem-solver with excellent communication skills and a passion for delivering a positive customer experience.

Responsibilities:

• Contract Processing:
  • Accurately input and process customer contracts into our CRM system (e.g., Salesforce i360, Google Suite).
  • Verify contract details for accuracy and completeness.
  • Maintain organized digital and physical files of all contracts and related documentation.
• Customer Communication:
  • Serve as a primary point of contact for customers throughout the production and installation process.
  • Provide proactive updates to customers regarding project status, scheduling, and any potential changes.
  • Respond to customer inquiries via phone and email in a timely and professional manner.
  • Maintain a positive and empathetic demeanor in all customer interactions.
• Inbound Customer Service Calls:
  • Answer incoming customer service calls, addressing inquiries, concerns, and requests efficiently.
  • Troubleshoot basic issues and elevate complex problems to the appropriate department or team member.
  • Document all customer interactions and resolutions accurately within the CRM.
• Scheduling & Coordination:
  • Coordinate and schedule installation dates with customers and installation crews, taking into account crew availability, material delivery, and customer preferences.
  • Schedule and confirm final walkthroughs/completion appointments with customers and project managers.
  • Communicate scheduling details and changes clearly to all relevant parties.
  • Assist in optimizing the overall production schedule to ensure efficiency and timely project completion.
• Administrative Support:
  • Assist the Production Coordinator and other team members with various administrative tasks as needed.
  • Generate reports related to project status, scheduling, and customer satisfaction.
  • Maintain and update project-related documentation.

Results:

• Overly communicative with our customers to drive a phenomenal customer experience.
  • Within 45 days of contract date - one confirmed touch point every one to two week(s).
  • After 45 days of contract date - one confirmed touch point minimum every week.
• Clear Documentation, SOPs, and post-installation-launch debrief delivered during and by the project completion.

Qualifications:

• Proven experience in an administrative, coordination, or customer service role, preferably within the home improvement, construction, or a related industry.
• Strong proficiency in CRM software (experience with Salesforce, Google Suite, Microsoft Office is a plus).
• Excellent verbal and written communication skills.
• Exceptional organizational skills and attention to detail.
• Ability to multitask, prioritize effectively, and manage time efficiently in a fast-paced environment.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Problem-solving attitude and a proactive approach to challenges.
• Ability to work independently and as part of a team.
• High school diploma or equivalent; some college coursework preferred.

What We Offer:

• $52,000-$60,000 + Bonus
• Competitive salary based on experience.
• Company sponsored events
• Company provided 401k
• Unlimited growth opportunities (we believe strongly in growth within the brand).

Coastal Windows & Exteriors is an Equal Opportunity Employer.