Production Coordinator

The Role: The Production Coordinator is the operational hub of production. You sit between Sales, theproduction floor, our vendors, Engineering, and Accounting, and you keep every order and everycomponent moving from sale to shipment. You make sure orders arrive in production complete andcorrect, 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 alwaysknows 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 thedetail and the rules. Your job is to run those systems well, keep the information in them accurate andcurrent, and flag exceptions early. You will not be asked to hold the complexity of the business in yourmemory; 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, andnotes so the CRM is the single reliable source of truth for every job, and keep Sales informed oftiming, delays, and completion.• Review sales invoices before they enter production. Check each invoice for completeness andaccuracy — specifications, finishes, quantities, pricing, and terms — and resolve any gaps with thesalesperson before the job is released to the shop.• Serve as the point person between Sales and Production. Confirm that orders are paid andthat ship-to addresses and delivery details are verified, so finished pieces are ready to leave themoment they are complete. Work change orders and substitutions as needed — getting themconfirmed with Sales and the customer, updating the order record, and making sure Production isbuilding to the current version.• Set up outgoing shipments. Arrange packaging, carriers (UPS, LTL freight, courier), labels, anddocumentation for domestic and international deliveries; schedule regular carrier pickups; fulfillreplacement-part orders; and keep tracking information recorded and communicated.• Be the first point of contact for client and installer inquiries. Field incoming questions byphone 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 overseassupplier — contacts, components, pricing, minimums, lead times, and quality terms — so thecompany's purchasing knowledge lives in the system, not in an inbox.• Source and order components. Place and track orders for glass, parts, components, andproduction supplies with domestic and overseas suppliers; confirm pricing, quantities, and leadtimes against our vendor records; coordinate transport of components between finishing vendorsand 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 inventorysystem, compare stock and open purchase orders against the production pipeline and salesforecast, and produce a weekly supply report that shows what is on hand, what is inbound, andwhat is short.• Log and follow up on vendor issues. Document shortages, damage, and discrepancies onincoming shipments and follow up with the vendor on replacement or credit once the resolutionhas been decided. Coordination with Accounting & Engineering• Vendor payment scheduling. Maintain the vendor payment calendar and give Accounting aweekly view of which vendor invoices need to be paid, by when, for which jobs to ship onschedule.• Order-ready dates. Provide Accounting with reliable, regularly updated order-ready dates fromthe 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 arealways 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 thepurchasing schedule for inbound components. The Production Manager brings work capacity ateach production stage. Neither sets the schedule alone.• Release to ship — both sign off. Nothing leaves the building until the Production Manager hasconfirmed the fixture is complete, correct, and properly packed, and the Coordinator has confirmedthe order is paid and the ship-to address is verified. Both sign-offs are recorded on the orderbefore 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 floorand 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 beanswered 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 arecomfortable learning new software and processes.• Very organized. You like systems, follow through on details, and can keep many orders, purchaseorders, and vendors moving at once without letting anything slip.• A great communicator. You write clear emails, ask good questions, and are comfortablefollowing up with colleagues, vendors here and overseas, and other departments until you have adefinite answer.• Reliable, self-directed, and comfortable being the person others count on to know where thingsstand.

Qualifications: • Experience in an operations, purchasing, logistics, production admin, or similar coordination role; astrong 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, andspreadsheets; 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 homesand spaces around the world. You will join a small team where your organization and judgment havea direct, visible impact on how well the company runs, in a role with real room to grow as ourproduction operation grows. Compensation$65,000 to $75,000 depending on experience