Production Coordinator - Construction Scheduling and Customer Experience

Evergreen-Home-Performance; Portland (ME); On-site; USD 34,000 - 48,000; Full time

Benefits offered by this job

Health Insurance (Evergreen covers 100

IRA matching

Disability insurance

Life Insurance

3 weeks vacation (2 weeks PTO + 1-week

Job summary

Evergreen Home Performance, LLC in Portland, ME, is seeking a Production Coordinator to keep six production crews fully deployed, coordinating between customers, crews, supervisors, Production Managers, Sales Advisors, and QA to ensure a smooth experience from contract through project completion.

This role focuses on scheduling, proactive problem solving when conditions change, and delivering excellent customer service.

Qualifications

• Excellent Customer communication skills
• Ability to adapt quickly to changing circumstances
• Experience with Construction/Production team Scheduling a plus
• Excellent verbal and written communication skills
• Computer skills including customer database, Word, Excel
• Attention to detail
• Ability to multi-task
• High school diploma, or equivalent

Responsibilities

• Production Scheduling & Deployment: actively managing the production calendar, keeping crews fully deployed and adjusting schedules as projects finish early, run long, or encounter changes.
• Project Preparation: coordinate steps to move contracts through Production, including inspections/planning, scope of work distribution, crew scheduling, subcontractors, and material orders.
• Crew & Supervisor Coordination: maintain regular contact with crews and supervisors to track progress, upcoming needs, and changes.
• Customer Experience: primary customer contact during Production, coordinating schedules and changes and communicating requests and concerns.
• Change Orders: calculate change orders using pricing tool, update scopes/pricing, coordinate customer approval and document changes.
• QA, Callbacks & Closeout: schedule QA tests and follow-through, gather rebate data, and move projects toward invoicing and closeout.

Skills

Customer communication

Adaptability

Multi-tasking

Verbal communication

Written communication

Attention to detail

Team coordination

Education

High school diploma or equivalent

Tools

Word

Excel

CRM database

Job description

Production Coordinator

Are you great with people? Can you pivot quickly when conditions change? Evergreen Home Performance, a leading contractor in Maine’s residential energy efficiency sector, is looking for a Production Coordinator to join our dynamic team in our Portland office. If you’re experienced in scheduling teams, enjoy working with customers, and want to help your teammates succeed, this could be the perfect opportunity for you.

About the Role

The Production Coordinator is responsible for keeping Evergreen’s production crews (currently 6) fully and efficiently scheduled, while ensuring customers have a smooth experience from contract through project completion. The position serves as the coordination hub between customers, crews, supervisors, Production Managers, Sales Advisors, and Quality Assurance (QA).

This person’s success is evident when Production is fully and efficiently deployed, projects move through every stage without things falling through the cracks, and the entire process feels seamless to the customer.

What We’re Looking For

We’re looking for someone who can set the crews up for success and also find the way forward when conditions change. A crew is scheduled to start Monday at 7 a.m. but the truck broke down. Now what? A complex job is due to finish tomorrow, but the crew leader just called out sick. How will the team finish the job on time? If you have a knack for scheduling, are great at providing customers a smooth ride, and can quickly adapt to new conditions to keep the gears turning, then we want to hear from you!

Key Responsibilities

• Production Scheduling & Deployment: Responsible for actively managing the production calendar, keeping crews fully deployed and adjusting schedules as projects finish early, run long, or encounter changes.
• Project Preparation: Once a contract is created, coordinate the steps required to move it through Production, including setting onsite inspections or internal planning appointments, ensuring project readiness and scope of work distribution, crew scheduling, subcontractors, special material orders and other logistical needs.
• Crew & Supervisor Coordination: Maintain regular contact with production crews and supervisors to understand project progress, upcoming needs, schedule changes, and issues requiring follow-up.
• Customer Experience: Serve as a primary customer contact during Production, coordinating schedules and changes, answering or routing questions, and keeping customers informed throughout the process. Communicate to the production crews customer requests, scheduling requests, logistics and concerns.
• Change Orders: Working from information provided by Production Managers, Project Supervisors, and Sales Advisors, calculate change orders using company pricing tool, update scopes and pricing, coordinate customer approval of change orders and maintain customer database documentation.
• QA, Callbacks & Closeout: The Production Coordinator schedules QA test-out appointments and owns any resulting Production follow-through, including scheduling corrective and tracking them through completion. The Coordinator also gathers information needed for customer rebate processing and moves completed projects toward invoicing and closeout.

Qualifications

• Excellent Customer communication skills
• Ability to adapt quickly to changing circumstances
• Experience with Construction/Production team Scheduling a plus
• Excellent verbal and written communication skills
• Computer skills including customer database, Word, Excel
• Attention to detail
• Ability to multi-task
• High school diploma, or equivalent

Physical Requirements

• Ability to work (standing or sitting) at a computer and on the phone daily

This role requires the ability to perform the essential functions of the position, with or without reasonable accommodation, in accordance with applicable laws.

Compensation and Benefits

• Wage: $25-$35/hour, based on experience, up to $5K+ in yearly performance bonus
• Hiring Bonus: $1,000
• Benefits:
  • Health Insurance (Evergreen covers 100% premium cost for employees)
  • Company-matched IRA
  • Fully paid Short-Term and Long-Term Disability insurance
  • Life insurance
  • 3 weeks vacation: 2 weeks PTO, & 1-week paid winter holiday company shut-down
  • Opportunities for professional development and career growth

Work Schedule

• Full-time, ~ 40 hours per week
• Monday – Friday, ~7:30am - 3:30pm

This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all responsibilities, duties, or skills required. Duties may change based on organizational needs.

Evergreen Home Performance, LLC is an equal opportunity employer and does not discriminate in employment on account of race, color, religion, national origin, citizenship status, ancestry, age, sex (including sexual harassment), sexual orientation, gender identity, marital or familial status, physical or mental disability, or military status. We encourage applicants from all backgrounds to apply.