Production/ Shop Coordinator Assistant

Minimum 2 years of office administrative experience
Strong computer skills; proficiency in QuickBooks Enterprise and Microsoft Office (Word, Excel, Outlook)
Excellent grammar, proofreading, and communication skills
Ability to multitask, follow directions, and work efficiently under pressure
Strong work ethic, reliability, and a positive attitude
Ability to work well with a wide range of personnel
Must be legally authorized to work in the USA and have dependable transportation
Bilingual (English/Spanish) preferred
Marine/boating familiarity a plus

Administrative & Data Management

Perform extensive and accurate data entry
Create and update estimates and invoices using QuickBooks Enterprise
Prepare and update Spec Sheets and job documentation in a proprietary job tracking software
Track changes to job details (materials, measurements, due dates) and ensure updated documents are reprinted and distributed
Organize and maintain digital files, folders, and job photos
 

Production & Scheduling Support

Review and update the Installers’ Calendar daily for new jobs, completed jobs, and schedule changes
Coordinate job information from installers, office staff, and previous job records
Set up work for installers for the following day based on the calendar
Follow up with installers regarding job status and due dates
 

Shop Workflow Coordination

Enter new jobs into WIP and maintain accurate job status
Inspect jobs to ensure they are complete and ready for installation
Monitor items in production
Assist with walk‑in customers as needed