Office & Production Coordinator

Coastal Windows & Exteriors • Bedford, NH

19d • Onsite

About The Position

Coastal Windows & Exteriors is hiring an Office & Production Coordinator to run its Bedford, New Hampshire branch office and manage post-sale homeowner communication through installation. This role is the homeowner’s primary contact after contract signing, maintains accurate CRM records, and keeps the branch operating so sales, production, and crews can move work forward. It is not a receptionist or call-center position.

The coordinator manages required customer communications from the welcome call through the post-install satisfaction call, follows a defined proactive contact cadence, logs every call and email, handles basic troubleshooting, and escalates significant issues. The role also supports the Production Coordinator with schedule changes, crew and material conflicts, and job-record setup in the CRM and CompanyCam.

The position also owns daily Bedford office operations, including opening and closing the office, front-desk coverage, routing calls, receiving deposits, organizing job documents, coordinating material and crew/vendor arrivals, maintaining office supplies and functionality, capturing and handing off leads, and providing local administrative support to the Bedford GM. The role is on-site in Bedford and starts at 8:00 AM, Monday through Friday.

Base salary is $60,000. A monthly bonus of $300 is available for reaching 10 post-install GuildQuality reviews, with additional review kickers; personally secured Google reviews earn $40 each. Expected year-one cash is about $66,000 if performance targets are met. The company provides a cell phone, laptop, iPad, 401(k), PTO, and holidays.

Requirements

• Experience running an office, service desk, or production/administrative role where missed tasks have financial consequences.
• Ability to communicate warmly by phone while remaining firm about contract terms.
• Comfort with CRM notes, schedules, and checklists; strong reliance on documented systems rather than memory.
• Comfort working toward measurable results such as reviews, response time, and accurate files.
• Ability to work on-site in Bedford, Monday through Friday, with an 8:00 AM start.

Responsibilities

• Serve as the primary point of contact for Bedford homeowners from the welcome call through post-install satisfaction.
• Complete the required communication points: Welcome Call, Post-Measure Update, Status Updates, Scheduling Confirmation, Pre-Install Check, and Post-Install Satisfaction Call.
• Proactively call customers every two weeks for jobs scheduled less than 60 days out and every week for jobs scheduled more than 60 days out.
• Log every call and email in the CRM with a timestamp.
• Maintain the contract professionally and avoid making commitments about terms, dates, or scope outside the role’s authority.
• Answer inbound production calls and emails, handle basic troubleshooting, and promptly escalate significant problems.
• Support the Production Coordinator with schedule changes, crew and material conflicts, and job-record setup in the CRM and CompanyCam.
• Open and close the Bedford office and provide front-desk coverage for walk-ins, vendors, and homeowners.
• Own the Bedford main phone line and route sales, production, and vendor calls to the appropriate person.
• Receive deposits, scan and file job documents, and maintain organized physical and digital job folders.
• Coordinate material receiving, warehouse check-in, and crew and vendor arrivals.
• Keep the branch supplied, presentable, and functional, including office devices and basic facility issues.
• Capture walk-in and inbound customer interest and hand leads to sales the same day.
• Support the Bedford GM with calendars, reports, timesheet collection, and administrative follow-through.
• Help earn post-install GuildQuality and Google reviews.

Benefits

• 401(k)
• Paid time off
• Holidays
• Company cell phone
• Laptop
• iPad
• Monthly bonus of $300 for reaching 10 post-install GuildQuality reviews, with additional review-based kickers
• $40 for each Google review personally secured

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed