Administrative Production Coordinator

Job Description

Job Description

Production Systems & CRM Coordinator

Windows by Toll | Stamford, CT | In Office

Are you the person who sees a repetitive task and figures out how to automate it?

Windows by Toll is looking for a tech-savvy, process-minded professional to help organize and automate the production side of our window and door replacement business.

We already use Lead Perfection CRM. We need someone who can learn its capabilities, understand how our jobs move from sale through installation, and turn that process into clear workflows, reliable reminders, and useful reporting.

You will work directly with our owner and Production Manager to improve our systems while supporting daily production operations. Success means fewer manual steps, accurate job information, and a team that knows what needs to happen next.

Window, door, or construction experience is not required. Experience improving business processes and working with CRM systems is what matters. We will teach you our products and installation process.

What You’ll Do

• Map our production process—from signed contract and technical measurements through ordering, delivery, installation, and service.
• Configure and improve CRM workflows, job stages, task templates, reminders, and reporting using the platform’s available features.
• Identify repetitive data entry and manual follow-up, then implement practical ways to reduce them.
• Work with CRM support and other software providers to resolve issues and evaluate useful integrations.
• Create clear views of job readiness, outstanding orders, missing materials, scheduling needs, and overdue tasks.
• Establish consistent ways to organize customer details, measurements, photos, order information, and installation notes.
• Help coordinate orders, deliveries, installation schedules, and customer appointments.
• Prepare next-day job information and material checklists so installation crews have what they need.
• Create simple procedures and train team members to use the systems consistently.
• Check that new workflows work in practice and adjust them as the business grows.

Who We’re Looking For

• Hands-on experience setting up, improving, or managing a CRM or business workflow system.
• A track record of making a process more efficient—not simply entering information into software.
• Strong computer skills and comfort with spreadsheets, digital documents, calendars, and reporting.
• Ability to translate a real-world business process into clear steps, tasks, and responsibilities.
• Strong attention to detail and a willingness to investigate problems and follow them through.
• Clear communication skills and patience when helping others learn a new process.
• Willingness to handle daily coordination tasks while improving the systems behind them.

Experience with workflow automation, software integrations, or tools such as Zapier, Make, or Microsoft Power Automate is a plus. Lead Perfection experience is helpful but not required. Coding is not required.

Your background may be in CRM administration, operations coordination, business systems, project coordination, or process improvement.

What Success Looks Like

• Every active job has a clear status, owner, and next step.
• Missing information and materials are flagged before they delay installation.
• Routine reminders and follow-up tasks are automated wherever practical.
• The production team can see what is ready, what is delayed, and what needs attention.
• Staff spend less time chasing information and more time moving jobs forward.

About Windows by Toll

Windows by Toll is a full-service window and door replacement company serving homeowners throughout Westchester and Fairfield counties. We offer leading brands and installation by our own full-time employees, backed by a 20-year installation warranty.

Location: Stamford, Connecticut
Schedule: Five days per week, in office
Compensation: Based on relevant experience

How to Apply

Please submit your resume and briefly answer these questions:

1. What CRM or business software have you helped set up or improve?
2. Describe one workflow you automated or simplified. What did you change, and what improved?
3. What was your personal role in implementing that change?

We want to hear about something you have actually built or improved—even if it was for a small business or a single team.