Production Scheduler & Order Coordinator

Production Scheduler & Order Coordinator

Glen Cove, New York

About Allied Maker

Allied Maker delivers luxury-crafted, highly engineered, sophisticated yet simple lighting fixtures, proudly produced in the United States and shared worldwide. We are passionate about using the finest materials, embracing natural patinas, and honoring the art of artisan craftsmanship. We create our parts in-house and collaborate with the best local makers to produce fixtures made with love by skilled artisans.

Founded in 2012 as a garage woodworking studio on the North Shore of Long Island, Allied Maker has grown into a design studio with a strong manufacturing backbone. How we care for our clients is central to everything we build.

The Role

Allied Maker is seeking an organized, highly responsive Production Scheduler & Order Coordinator to support the accurate and timely movement of orders through production.

This person maintains a clear and reliable view of what is scheduled, what is ready, what is at risk, and what must happen next. Working across Production, Inventory, Sales, Client Strategy, and Dispatch, the Production Scheduler & Order Coordinator ensures that schedules, materials, order information, and client communication reflect the actual condition of the production floor.

This is a hands-on role that moves between scheduling and administrative work, cross-departmental communication, and physical activity on the production floor. You will maintain production schedules, verify order progress, confirm component availability, identify potential delays, coordinate materials, and support Production Managers in resolving obstacles.

The role requires more than reporting the status shown in a system. You must investigate discrepancies, verify information with the responsible production teams, and follow each issue through to confirmed completion. When an order is at risk, this person helps determine what is missing, who owns the next action, and when a reliable update can be provided.

The right person will be accurate, persistent, and calm under pressure. They will understand that an acknowledged issue is not necessarily a resolved issue and will take pride in closing the space between the two.

Key Responsibilities

Production Scheduling

• Build, maintain, and update production schedules based on order requirements, lead times, capacity, material availability, and operational priorities
• Coordinate scheduling priorities with Production Managers and department leads
• Review upcoming orders against verified production progress, component availability, open changes, and known constraints
• Identify scheduling conflicts, capacity limitations, missing information, and orders at risk of delay
• Adjust schedules as priorities and operating conditions change
• Communicate schedule changes clearly to affected departments
• Maintain visibility into what each production area is expected to complete and when
• Help ensure that urgent work is prioritized intentionally rather than introduced informally
• Track progress against the schedule and escalate work that is not advancing as expected

Order-Status Verification

• Investigate production status directly with Production Managers and department leads
• Verify that required components and materials are physically available before reporting an order as ready
• Distinguish between an estimated production stage and verified progress
• Identify contradictory, outdated, or incomplete order information
• Confirm that reported completion dates are supported by actual production conditions
• Never communicate an unverified ship date
• Maintain accurate records of current status, blockers, responsible owners, and required next actions
• Follow open issues until there is evidence that the required work has been completed

Risk and Exception Management

• Maintain an active list of problem orders and orders at risk
• Review orders for production holds, missing components, unresolved changes, inventory shortages, incomplete approvals, and shipping restrictions
• Flag risks before committed dates are missed
• Assign or identify ownership of the next required action
• Establish follow-up dates and continue monitoring until the issue is resolved
• Escalate assignments that have been acknowledged but are not advancing
• Bring recurring production or information failures to Production Management for process correction
• Support recovery planning for delayed or high-priority orders

Inventory and Material Coordination

• Review material and component availability against current and upcoming production needs
• Assist with locating, counting, organizing, and tracking inventory
• Identify missing, damaged, mislabeled, or incorrectly located materials
• Communicate shortages and discrepancies promptly
• Coordinate with Inventory and Procurement regarding materials required to maintain the production schedule
• Help stage materials and components for upcoming work
• Move materials, components, and work-in-progress safely between departments
• Deliver parts and materials to the appropriate production areas as needed
• Support physical inventory counts and inventory-control activities
• Help maintain clean, clearly identified, and organized staging areas

Order and Shipping Coordination

• Review upcoming orders and confirm that shipping addresses, contacts, and delivery instructions are complete and accurate
• Contact clients or coordinate with Sales and Client Strategy to resolve missing shipping information
• Verify split-shipment requests and other order-specific shipping requirements
• Route address changes for authorized review and system processing, recognizing that address changes may affect tax collection
• Identify issues that could prevent an order from shipping
• Coordinate with Dispatch as orders approach completion
• Confirm that shipping instructions and changes are documented in the appropriate systems
• Ensure that affected departments are working from the same current information

Internal and Client Communication

• Communicate verified scheduling issues and production delays promptly to Sales and Client Strategy
• Gather complete and accurate information before preparing an internal or client-facing update
• Communicate approved production updates directly to clients when appropriate
• Provide candid information without guessing, minimizing, or making unsupported promises
• Document what was communicated, when it was communicated, and when the next update is due
• Ensure that promised follow-ups occur even when there is no meaningful change in status
• Escalate requests involving refunds, credits, compensation, cancellations, liability, or significant exceptions for management review
• Maintain composure and professionalism when communicating difficult information

Systems and Documentation

• Maintain accurate production and order information in Wrike, NetSuite, Zendesk, and other internal systems
• Reconcile system information with verified production-floor conditions
• Ensure that schedule changes, blockers, commitments, and next actions are documented clearly
• Confirm that approved order changes have been entered correctly before treating them as complete
• Verify that updated instructions have reached every affected department
• Track issues through actual completion rather than closing them when they have only been acknowledged
• Help improve the accuracy and usefulness of production data across the company

Production Management Support

• Provide day-to-day administrative and operational support to Production Managers
• Prepare schedules, reports, order lists, labels, production documents, and priority lists
• Help coordinate production meetings and document assignments and next actions
• Follow up with departments to obtain missing information, materials, or decisions
• Assist with urgent orders, production changes, and recovery plans
• Help maintain an orderly flow of work across the production floor
• Take on additional operational responsibilities as production needs evolve

Qualifications

• Approximately 2 to 4 years of experience in production scheduling, manufacturing coordination, order management, inventory, logistics, or a related operational role
• Experience in a manufacturing environment is strongly preferred
• Strong organizational skills and exceptional attention to detail
• Demonstrated ability to maintain schedules and track multiple orders, priorities, and open issues