Production Coordinator

About Shakuff

Shakuff designs and hand-builds luxury glass lighting for designers, architects, and their clients

around the world. Every fixture is made to order by a small, skilled team at our Port Jervis, NY

production facility. The work is detailed and the standards are high, and we run the business on

well-built systems so that detail stays visible and manageable rather than living in anyone's head.

The Role

The Production Coordinator is the operational hub of production. You sit between Sales, the

production floor, our vendors, Engineering, and Accounting, and you keep every order and every

component moving from sale to shipment. You make sure orders arrive in production complete and

correct, that nothing ships until it is paid for and going to a confirmed address, that the glass, parts,

and supplies the shop depends on are ordered before they are needed, and that Accounting always

knows what is coming and when.

This is a systems-driven role. Each area of responsibility is supported by a built-out company system

— our CRM, inventory and reorder tracking, vendor records, and payment calendar — that holds the

detail and the rules. Your job is to run those systems well, keep the information in them accurate and

current, and flag exceptions early. You will not be asked to hold the complexity of the business in your

memory; you will be asked to keep it organized where everyone can see it.

What You Will Do

Order Flow: Sales to Production to Shipment

•  Keep the CRM accurate and organized. Maintain order records, customer details, statuses, and

notes so the CRM is the single reliable source of truth for every job, and keep Sales informed of

timing, delays, and completion.

•  Review sales invoices before they enter production. Check each invoice for completeness and

accuracy — specifications, finishes, quantities, pricing, and terms — and resolve any gaps with the

salesperson before the job is released to the shop.

•  Serve as the point person between Sales and Production. Confirm that orders are paid and

that ship-to addresses and delivery details are verified, so finished pieces are ready to leave the

moment they are complete. Work change orders and substitutions as needed — getting them

confirmed with Sales and the customer, updating the order record, and making sure Production is

building to the current version.

•  Set up outgoing shipments. Arrange packaging, carriers (UPS, LTL freight, courier), labels, and

documentation for domestic and international deliveries; schedule regular carrier pickups; fulfill

replacement-part orders; and keep tracking information recorded and communicated.•  Be the first

point of contact for client and installer inquiries. Field incoming questions by

phone and email, answer what can be answered from the order record (status, timing, shipping,

parts), log the inquiry, and escalate technical questions to the Production Manager.

Vendors, Purchasing & Supply

•  Own the vendor list. Maintain complete, current records for every domestic and overseas

supplier — contacts, components, pricing, minimums, lead times, and quality terms — so the

company's purchasing knowledge lives in the system, not in an inbox.

•  Source and order components. Place and track orders for glass, parts, components, and

production supplies with domestic and overseas suppliers; confirm pricing, quantities, and lead

times against our vendor records; coordinate transport of components between finishing vendors

and Shakuff; and escalate new-vendor or off-terms decisions to the Owner.

•  Keep supply ahead of demand. Maintain inventory counts and reorder points in our inventory

system, compare stock and open purchase orders against the production pipeline and sales

forecast, and produce a weekly supply report that shows what is on hand, what is inbound, and

what is short.

•  Log and follow up on vendor issues. Document shortages, damage, and discrepancies on

incoming shipments and follow up with the vendor on replacement or credit once the resolution

has been decided.

Coordination with Accounting & Engineering

•  Vendor payment scheduling. Maintain the vendor payment calendar and give Accounting a

weekly view of which vendor invoices need to be paid, by when, for which jobs to ship on

schedule.

•  Order-ready dates. Provide Accounting with reliable, regularly updated order-ready dates from

the production pipeline to support cash flow planning.

•  Drawings and specifications. Coordinate canopy drawings with Engineering — requesting,

tracking, and confirming delivery of drawings, templates, and wire harnesses each job requires —

and maintain the component and specification lists (wire, canopy, wand, sconce) so they are

always current.

How this role interacts with the production manager

The Production Manager and the Production Coordinator run production as a pair: one on the floor,

one at the desk. Four handoffs between them need to work every day.

•  Production schedule — set together. The schedule is agreed jointly, on a regular cadence. The

Coordinator brings sales priority, open collectable balances (what is paid and what is not), and the

purchasing schedule for inbound components. The Production Manager brings work capacity at

each production stage. Neither sets the schedule alone.

•  Release to ship — both sign off. Nothing leaves the building until the Production Manager has

confirmed the fixture is complete, correct, and properly packed, and the Coordinator has confirmed

the order is paid and the ship-to address is verified. Both sign-offs are recorded on the order

before a carrier is booked.•  Inventory and receiving — shared. When components arrive, the floor unboxes and the

Production Manager checks quality; the Coordinator checks quantity against the purchase order,

logs any shortage or damage, and updates inventory the same day. Stocking locations on the floor

and counts in the system are kept in step by both.

•  Client and installer inquiries — Coordinator triages, Production Manager resolves. The

Coordinator is the first point of contact for client and installer questions, answers what can be

answered from the order record, and escalates technical questions about assembly, hanging,

wiring, or troubleshooting to the Production Manager.

Who You Are

•  Bright. You pick things up quickly, spot problems before they become problems, and are

comfortable learning new software and processes.

•  Very organized. You like systems, follow through on details, and can keep many orders, purchase

orders, and vendors moving at once without letting anything slip.

•  A great communicator. You write clear emails, ask good questions, and are comfortable

following up with colleagues, vendors here and overseas, and other departments until you have a

definite answer.

• Reliable, self-directed, and comfortable being the person others count on to know where things

stand.

Qualifications

• Experience in an operations, purchasing, logistics, production admin, or similar coordination role; a

strong track record of organization and follow-through matters more than a specific background.

• Comfortable working in a CRM or order-tracking system, inventory or purchasing tools, email, and

spreadsheets; experience with shipping platforms or supplier ordering is a plus.

• Comfortable communicating with suppliers, including overseas suppliers, by email and phone.

• Able to work on-site in Port Jervis, NY.

Preferred

• Experience in a custom, made-to-order, or low-volume/high-mix production environment.

• Familiarity with basic inventory and reorder-point concepts.

Why Shakuff

You will see your work turn into something real: beautiful, one-of-a-kind lighting installed in homes

and spaces around the world. You will join a small team where your organization and judgment have

a direct, visible impact on how well the company runs, in a role with real room to grow as our

production operation grows.

Compensation

$65,000 to $75,000 depending on experience