Production Coordinator

Armorock is a market leader of precast polymer concrete structures for the wastewater industry. Our mission is to drive the future of sustainable infrastructure with high-quality, innovative solutions that create lasting value. We are dedicated to exceeding customer expectations and fostering a collaborative, rewarding work environment through our QUESST core values: Quality, Unified, Efficient, Safe, Sustainable, Transparent.

Position Overview

The Project Coordinator is a key operational support role that ensures the smooth execution of projects by managing documentation, facilitating internal communication, and maintaining accurate data across departments. This position serves as a central point of coordination between Sales, Operations, and the Client. A significant focus is placed on utilizing NetSuite to manage sales orders, monitor outbound shipments, and ensure documentation is complete for compliance and invoicing purposes. By maintaining a strong connection with Sales, Production, Logistics, and Finance teams through the Project Manager, the Project Coordinator plays a central role in keeping projects on track and clients informed. The Project Coordinator also assists with internal process monitoring, reporting, and communication, helping to drive timely project delivery and high customer satisfaction through proactive involvement in the project lifecycle.

Essential Responsibilities and Duties

Service Delivery (80%)

Project Support (50%)

• Maintain and update the weekly shipping report by gathering inputs from logistics, production, and customer service teams; identify any shipment risks or delays.
• Accurately enter and manage sales orders in NetSuite, ensuring all product details, quantities, ship dates, and billing instructions are correct and aligned with customer agreements.
• Coordinate production schedules and shipping timelines by regularly communicating with plant schedulers and logistics coordinators to avoid bottlenecks or misalignments.
• Monitor each projects milestone progress (order entry, production release, shipment) to ensure the internal team is meeting timeline expectations.
• Validate that all required documentation (e.g., packing lists, certifications, submittals) is complete and audit-ready prior to shipment and invoicing.
• Maintain detailed internal trackers and project folders to ensure that project information is current, organized, and accessible to team members.
• Proactively communicate project and order status to customers, coordinating updates, confirmations, and adjustments when necessary to maintain strong client relationships.
• Identify and elevate potential project delays, material shortages, or issues in production or shipping to the Project Manager or leadership for resolution.

Documentation and Change Management (10%)

• Assist the Project Manager with initiating and processing change orders, ensuring any changes in scope, quantities, pricing, or timelines are properly documented and approved.
• Maintain a centralized, up-to-date repository of all project documents including original quotes, drawings, signed approvals, change requests, and correspondence.
• Ensure that project documentation meets compliance and audit requirements, with appropriate version control and documented approvals.
• Collaborate with Estimating, Engineering, or Sales to ensure documentation changes are communicated downstream to Production and Logistics.
• Track the lifecycle of change orders to ensure they are reflected accurately in NetSuite, project schedules, and client communication.

Cross Departmental Coordination (10%)

• Collaborate with Sales, Estimating, Accounting, Production, and Logistics to ensure alignment on deliverables, materials, schedules, and billing.
• Schedule and facilitate internal handoff meetings or touchpoints for new projects and order changes.
• Identify missing information or outstanding action items (e.g., drawings, POs, special shipping instructions) and follow up with responsible parties.
• Support handoffs between departments to ensure smooth workflow transitions and minimize miscommunication or duplicate work.
• Coordinate issue resolution by acting as a liaison between departments to troubleshoot billing discrepancies, material mismatches, or schedule conflicts.
• Participate in weekly project and operations team meetings to review open orders, identify process gaps, and contribute suggestions for improving speed, accuracy, or collaboration.
• Assist with preparation of periodic reports such as shipping accuracy, lead time performance, customer satisfaction metrics, backlog summaries, and order completion rates.
• Identify recurring issues and propose process or system improvements, particularly around sales order entry, communication gaps, and documentation efficiency.
• Provide feedback on NetSuite workflows or usage pain points that affect data accuracy, visibility, and reporting.

Continuous Process Improvement (10%)

• Work to maintain and improve against SLAs and assist with any applicable reporting and analytics to measure the efficacy and efficiency of processes

Collaboration and Research (10%)

• Collaborate with functions across the board to ensure any required changes to policies, procedures, and processes are implemented
• Collaborate with data owners/stewards to align on process and data issues
• Respond to questions and follow up on pertinent escalations
• Ad Hoc Reporting and Analysis

Leadership Core Competencies

• Execution: Sets own goals and ensures others in his/her team achieve goals aligned with business strategy.
• Building Working Relationships: Develop and build partnerships with others inside or outside of the company who can provide support.
• Driving for Results: Sets challenging goals and objectives with clear purpose, direction, and outcomes.
• Innovation & Creativity: Builds creative solutions to customer and business needs. Okay to challenge the status quo without judgment.
• Grounded: Connected to the values of the business; understands service to others/not about own ego.
• Operating Acumen: Understands varying business models and levers and can use them effectively to build key relationships.
• Agility/Flexibility: Quickly adapts and executes during changing business conditions, processes, work cultures and environments.
• Authentic: Places the interests of others and the team ahead of his/her own self interests. Respects and values people and is comfortable living in his/her own skin.

Qualifications

Position Requirements

Education

Required:

• Associate degree or equivalent work experience required; bachelors degree preferred. Equivalent work experience will be considered.
• 12 years of experience in project coordination, data entry, administrative support, or logistics
• Background in construction or manufacturing industries is preferred
• Proficiency with ERP systems, particularly NetSuite for order entry, fulfillment tracking, and project documentation.

Preferred:

• Experience supporting projects in manufacturing, construction, logistics, or technical service industry.
• Working knowledge of outbound shipment processes (freight, LTL, customer pick-up coordination).
• Understanding of change order management, billing accuracy, and cross-department communication best practices.
• Familiarity with drawing and submittal workflows in customer-facing environments.

Travel Requirement:

• Light travel (<10%) between facilities or to customer locations may be required

Other Key Competencies:

• Strategic thinking and analytical mindset
• Results-oriented with strong execution discipline
• Clear communicator and skilled negotiator
• Relationship builder with internal teams and external vendors
• Proactive and resourceful problem solver
• Comfortable navigating a matrixed organization

ADA Requirements

Environment (office or other):

• Office-based role with potential for periodic visits to jobsites, production facilities, yard, or warehouse areas.
• Occasionally extended hours during physical inventory or urgent shipments.
• PPE required in certain plant areas (safety glasses, vests, steel-toe boots).

Equipment Operated:

• Computer, phone.

Lifting:

• Must be able to lift 25 lbs occasionally.
• Must be able to sit, type, and interact with computer systems for extended periods.

Management reserves the right to assign or reassign duties and responsibilities on this job at any time.

Equal Opportunity Employer | Drug Free Workplace | Background Check Conducted

Why Youll Love Working Here

At Armorock, we know that when our employees thrive, our business thrives. Thats why we offer top tier benefits that go beyond the basics because you deserve to feel valued, supported, and empowered in every aspect of your life.

• Comprehensive medical, dental, and vision insurance with low employee contributions
• Competitive salary with performance-based bonuses
• 401(k) with company matching
• Paid parental leave (maternity & paternity)

Our Mission and Values

At Armorock, our goal is to drive the future of sustainable infrastructure with high-quality, innovative solutions that create lasting value. This mission is possible through our QUESST core values: Quality, Unified, Efficient, Safe, Sustainable, Transparent