Production Operations Coordinator

Job Description

Job Description

Production Operations Coordinator Role Snapshot

This is a fast-paced, computer-heavy operations role for someone who can organize people, information, schedules, and customer needs without losing the details. The right person should already be comfortable with everyday office technology and learning business software. Training will focus on company-specific systems and workflows rather than basic computer skills.

Before You Apply: Is This a Good Fit?

This role may be a strong fit if you can confidently do most of the following on day one:

• Navigate Outlook or similar email software, including reading/unread status, folders, attachments, reply/forward functions, and calendar management.
• Use copy, cut, paste, save and retrieve files, rename documents, attach files, and move between multiple software programs or browser windows.
• Work comfortably in Microsoft Word and Excel and learn ERP/business management Type accurately, communicate professionally by phone and email, and clearly document conversations and operational information.
• Manage competing priorities, shifting schedules, and interruptions while keeping follow-up items organized.
• Learn company services and processes well enough to confidently assist customers, coordinate work, and support service recommendations.

This Role May Not Be the Right Fit If:

• You require ongoing instruction in basic computer functions.
• You are uncomfortable learning multiple software systems.
• You prefer a position with a narrow, repetitive task list.

Position Purpose

The Production Operations Coordinator serves as a central point of communication and coordination between customers, field personnel, vendors, operations, accounting, and human resources. The role combines customer service, sales support, dispatching, scheduling, compliance administration, job documentation, and general office operations. Success requires strong computer skills, organization, judgment, follow-through, and the ability to quickly learn company processes and systems.

Customer Intake, Communication & Sales Support

• Answer incoming calls professionally, gather accurate information, and route or respond appropriately.
• Learn company services well enough to explain service options, build customer confidence, and identify opportunities for appropriate solutions.
• Complete order intake, project setup, and dispatch activities using company software.
• Prepare and send estimates, work orders, and other customer communications.
• Respond to customer account questions promptly and professionally.

Production Coordination & Scheduling

• Maintain and publish on-call and production schedules.
• Verify assigned personnel and communicate schedule updates.
• Monitor internal and vendor performance and follow up on outstanding operational needs.
• Support after-hours and on-call coordination as assigned.
• Administer labor reporting and assist with time, attendance, overtime, and vacation tracking.
• Coordinate training schedules, travel arrangements, and related logistics in support of operations and HR teams.

Compliance, Licensing & Documentation

• Coordinate required reports, forms, and regulatory notifications.
• Track compliance training, certifications, and renewals.
• Coordinate continuing education registrations and related administrative requirements.
• Maintain license renewal tracking and submit permit applications as required.
• Maintain accurate internal documentation and revision control for company policies and procedures.

Billing, Accounts Receivable & Administrative Support

• Accurately invoice customers and assist with collections and accounts receivable follow-up.
• Provide backup support to accounts payable and other accounting functions as assigned.
• Prepare documentation related to collections, liens, and small claims processing when necessary.
• Complete bank deposits, post-office runs, and other administrative errands as needed.
• Prepare reports, correspondence, meeting minutes, and other business documents.

Technology & Office Operations

• Coordinate company technology resources, including computers, tablets, mobile devices, and printers.
• Operate standard office equipment and coordinate routine maintenance and vendor support.
• Administer building security systems and related access processes.
• Provide routine office-level troubleshooting and user support for common software and hardware issues.

What Success Looks Like Communication

Clear, professional, and adaptable communication by phone, email, and in person, with strong grammar and attention to detail.

Organization

Ability to manage multiple deadlines, schedules, and follow-up items without losing track of important details.

Learning Agility

Quickly retains training, applies previous instruction, and becomes increasingly independent as new systems and processes are learned.

Problem Solving

Uses available resources, sound judgment, and appropriate escalation when needed.

Dependability

Demonstrates consistent attendance, timely follow-through, and reliable completion of assigned responsibilities.

Teamwork

Works constructively across departments and supports a respectful, solutions-oriented work environment.

Adaptability

Remains effective when priorities, schedules, or circumstances change unexpectedly.

Qualifications Education & Experience

• Associate degree in Business, Operations, Accounting, or a related field preferred; equivalent combinations of education and experience will be considered.
• Three or more years of relevant administrative, operations, customer service, or business support experience preferred.

Computer Proficiency

• Intermediate to advanced computer proficiency required.
• Strong working knowledge of Microsoft Office, especially Outlook, Word, and Excel.
• Previous ERP or business management software experience preferred.

Math & Accuracy

• Ability to perform basic business math, including percentages, rates, and ratios.
• Strong attention to detail and data-entry accuracy.

Industry Knowledge

• Prior experience in operations, logistics, manufacturing, construction, industrial services, or related industries is helpful but not required.
• Must be willing to learn company terminology, workflows, compliance requirements, and software systems.

Physical Demands & Work Environment

This position is primarily office-based with regular interaction in operational and production environments. The employee frequently sits, uses a computer, handles documents, communicates verbally, and periodically stands or walks throughout the facility. The role requires regularly lifting up to 10 pounds and occasionally lifting up to 25 pounds. Reasonable accommodations may be made to enable qualified individuals to perform essential job functions.

Disclaimer

This job description identifies the primary responsibilities and qualifications of the position but is not intended to list every possible duty. Additional job-related responsibilities may be assigned based on business needs.

You should be proficient in:

• DOT & Equipment Inspection Compliance
• High-level Operations Analysis
• restoration