Production Scheduling Coordinator

POSITION DESCRIPTION

Production & Scheduling Coordinator

POSITION AT A GLANCE

ABOUT BAY STATE BATH

Bay State Bath is an independently owned and operated bathroom remodeling company headquartered in Pembroke, Massachusetts, serving homeowners throughout Massachusetts, Rhode Island, and broader New England. Our team of approximately 60 professionals delivers high-quality bathroom transformations under our trademarked promise: “In Just One Day®.”

We operate under the brand philosophy of “Contracting With Care™” — a commitment rooted in our owner’s two decades as a registered nurse in critical care environments. At Bay State Bath, systematic process, rigorous documentation, accountability, and genuine care for our customers are not optional — they are the foundation of everything we do. You will join a family-led, team-oriented company where your work has a direct and visible impact on every customer’s experience.

POSITION OVERVIEW

The Production & Scheduling Coordinator is a mission-critical operations role responsible for orchestrating the full lifecycle of Bay State Bath’s remodeling projects — from post-sale scheduling through final inspection. This individual serves as the connective tissue between our sales team, installation crews, subcontractors, vendors, inspectors, and customers. You will work within our CRM (Salesforce/i360), coordinate directly with our team leads, and ensure that every job runs on time, on budget, and to the Bay State Bath standard of care.

This is a high-visibility, fast-paced role that requires exceptional organizational discipline, calm under pressure, proactive communication, and a relentless commitment to follow-through. The right candidate will thrive in a dynamic environment and take genuine pride in delivering a seamless experience for Bay State Bath homeowners.

CORE RESPONSIBILITIES

Project Scheduling & Production Coordination

• Coordinate and schedule bathroom remodeling projects from contract execution through completed installation, inspections, and close-out.
• Build, maintain, and optimize the production calendar to maximize crew efficiency and minimize scheduling gaps or downtime.
• Adjust and rebalance schedules in real time in response to material delays, permit timelines, crew availability, or customer changes.
• Confirm job readiness prior to each installation date: verify materials received, permits in hand, crew assigned, and customer confirmed.
• Maintain accurate, up-to-date project records in Salesforce/i360 CRM, including job status, milestones, dates, and follow-up tasks.

Permitting & Inspection Coordination

• Manage the permitting process for all applicable jobs in coordination with Clint Bylo (remote Scheduling & Permitting Coordinator).
• Track permit application status, approval timelines, and required inspection windows for each active project.
• Coordinate directly with local building, plumbing, and electrical inspectors to schedule inspections and obtain timely approvals.
• Document all inspection outcomes in Salesforce/i360; escalate any failed inspections or compliance issues immediately.
• Maintain working knowledge of Massachusetts permitting requirements and lead times under the 9th Edition IRC.

Team & Subcontractor Communication

• Serve as the daily communication hub between installation teams, subcontractors, the warehouse team, and office staff.
• Coordinate with Christine and Paul (installer coordination leads) to confirm crew assignments, start times, and job-site readiness.
• Communicate schedule changes, delays, or special instructions to installers, subcontractors, and the warehouse with clarity and adequate lead time.
• Partner with Derek and Mike (warehouse team) to confirm materials are received, staged, and ready for each scheduled job.

Customer Communication & Service

• Maintain proactive, professional communication with homeowners throughout the project lifecycle — from scheduling confirmation through post-installation follow-up.
• Keep customers informed of their project status, any schedule changes, permit timelines, and inspection appointments.
• De-escalate customer concerns with composure and solution-focused communication, escalating as needed to the Customer Experience Manager (Claire Hughes).
• Represent the Bay State Bath “Contracting With Care™” brand standard in every customer interaction.

Materials Tracking & Vendor Coordination

• Monitor material delivery status for active jobs using vendor portals (Onyx Collection, Bertch Bath, BCI Acrylic) and internal tracking tools.
• Flag material delays or shortfalls that impact scheduled installation dates and coordinate resolution with the operations team.
• Confirm materials received entries are updated in Salesforce/i360 in coordination with the warehouse team.

Cross-Training: Vendor Ordering Support (Stacey)

As part of your onboarding and professional development, you will be cross-trained on Bay State Bath’s vendor ordering workflow. This training is a strategic investment in operational resilience: when our primary Submittals Coordinator (Stacey) experiences high new-file volume, you will be equipped to step in and support order entry across our vendor portals. Cross-training will be structured and paced appropriately with your primary scheduling duties.

• Learn Bay State Bath’s product ordering processes for Onyx Collection, Bertch Bath, and BCI Acrylic vendor portals.
• Develop working knowledge of product specifications, submittal documentation requirements, and order entry standards.
• Support Stacey with new-file submittals during high-volume periods, ensuring no order falls behind due to capacity constraints.
• Build proficiency in cross-referencing sold jobs in Salesforce/i360 against pending vendor submittals.

PROFESSIONAL GROWTH & DEVELOPMENT OPPORTUNITIES

Bay State Bath is committed to developing our team members’ full potential. In addition to your core scheduling and coordination responsibilities, the following growth opportunities are available to you based on your skills, interests, and performance:

Houzz Pro — 3D Design Tool

Deirdre, your background and interest in interior design drafting opens a meaningful door here. Bay State Bath utilizes Houzz Pro, which includes a powerful 3D room design and visualization tool. As you grow into your role, you will have the opportunity to train on and contribute to the Houzz platform — helping customers visualize their remodeled bathroom through 3D renderings and design layouts. This is a differentiating capability for our sales process and customer experience, and your design aptitude makes you an excellent candidate to develop this skill for the team.

• Learn and operate Houzz Pro’s 3D design and room visualization tools.
• Assist design consultants and the operations team in creating compelling visual presentations for customers.
• Contribute to the evolution of Bay State Bath’s pre-sale customer experience through design visualization.

Additional Advancement

• Increased scheduling and production authority as you demonstrate mastery of the role.
• Opportunities to contribute to Bay State Bath’s operational process documentation and SOP refinement.
• Performance-based bonus eligibility aligned with company production goals.
• Career path consideration for senior operations and project management roles as the company continues to expand.

REQUIRED QUALIFICATIONS

• Minimum 1 year of experience in project scheduling, construction coordination, home remodeling, or a comparable field.
• Demonstrated ability to manage multiple projects and competing priorities simultaneously without losing attention to detail.
• Strong working knowledge of construction timelines, permitting processes, and inspection coordination.
• Proficiency with CRM systems, scheduling software, and digital communication platforms; ability to learn new tools quickly.
• Exceptional organizational and time-management skills; thrives in a fast-paced, deadline-driven environment.
• Outstanding verbal and written communication skills; comfortable interacting with customers, inspectors, trades, and colleagues.
• Ability to work independently, exercise sound judgment, and escalate appropriately.
• Ability to remain composed and solution-focused when challenges arise.
• Ability to commute to and work on-site in Pembroke, MA 02359; relocation required prior to start date.
• Willingness to work 5–6 days per week to support customer and production commitments.

PREFERRED QUALIFICATIONS

• Prior experience specifically in bathroom or kitchen remodeling, or single-trade residential construction.
• Familiarity with Salesforce or similar CRM platforms.
• Experience with vendor portal systems or product order management.
• Background or coursework in interior design, architectural drafting, or related field (relevant to Houzz Pro opportunity).
• Familiarity with Massachusetts residential permitting requirements.

COMPENSATION & BENEFITS

Note: The overtime expectation of approximately 10 hours per week is a temporary operational requirement tied to current staffing levels. Bay State Bath is actively recruiting additional administrative team members; as those positions are filled and trained, the overtime requirement will be reduced. We are transparent about this expectation and equally transparent about our commitment to resolving it.

WORK ENVIRONMENT & CULTURE

Bay State Bath is a family-led business where every team member’s contribution is visible and valued. Our owner Jennifer Bylo leads with the discipline and care she developed over nearly two decades as a critical care registered nurse. The same principles that govern exceptional patient care — systematic process, accountability, clear communication, and genuine concern for those in your care — define how we treat our customers and each other.

You will work in a collaborative, in-office environment alongside a dedicated operations team. We move fast, hold high standards, and support each other. If you are energized by a fast-paced environment, take personal pride in your work, and want to grow with a company that is building something real, Bay State Bath is the right place for you.

ACKNOWLEDGMENT

This position description has been reviewed and approved by Bay State Bath leadership and reflects the scope, compensation, and expectations of the Production & Scheduling Coordinator role as of the date below.

Jennifer Bylo, Owner & CEO

Candidate

Bay State Bath  |  HIC #193023

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POSITION DESCRIPTION Production & Scheduling Coordinator   POSITION AT A GLANCE Position Title Production & Scheduling Coordinator Department Operations / Production Reports To Jennifer Bylo, Owner & CEO; Kirsten Bylo, Head of Operations Employment Type Full-Time, W-2 Work Location In-Person — Pembroke, MA 02359 (Relocation required prior to start) Base Pay Rate $25.00 per hour Scheduled Hours 40 hours/week standard; approximately 10 hours overtime per week during onboarding phase Overtime Policy All overtime compensated at 1.5x base rate per Massachusetts law. OT requirements will be reduced as additional administrative staff are recruited and onboarded. Work Schedule 5–6 days per week to meet customer and production demands Benefits Health, Dental & Vision Insurance; 401(k) with Matching; Paid Time Off FLSA Status Non-Exempt (Hourly) ABOUT BAY STATE BATH Bay State Bath is an independently owned and operated bathroom remodeling company headquartered in Pembroke, Massachusetts, serving homeowners throughout Massachusetts, Rhode Island, and broader New England. Our team of approximately 60 professionals delivers high-quality bathroom transformations under our trademarked promise: “In Just One Day®.” We operate under the brand philosophy of “Contracting With Care™” — a commitment rooted in our owner’s two decades as a registered nurse in critical care environments. At Bay State Bath, systematic process, rigorous documentation, accountability, and genuine care for our customers are not optional — they are the foundation of everything we do. You will join a family-led, team-oriented company where your work has a direct and visible impact on every customer’s experience. POSITION OVERVIEW The Production & Scheduling Coordinator is a mission-critical operations role responsible for orchestrating the full lifecycle of Bay State Bath’s remodeling projects — from post-sale scheduling through final inspection. This individual serves as the connective tissue between our sales team, installation crews, subcontractors, vendors, inspectors, and customers. You will work within our CRM (Salesforce/i360), coordinate directly with our team leads, and ensure that every job runs on time, on budget, and to the Bay State Bath standard of care. This is a high-visibility, fast-paced role that requires exceptional organizational discipline, calm under pressure, proactive communication, and a relentless commitment to follow-through. The right candidate will thrive in a dynamic environment and take genuine pride in delivering a seamless experience for Bay State Bath homeowners. CORE RESPONSIBILITIES Project Scheduling & Production Coordination Coordinate and schedule bathroom remodeling projects from contract execution through completed installation, inspections, and close-out. Build, maintain, and optimize the production calendar to maximize crew efficiency and minimize scheduling gaps or downtime. Adjust and rebalance schedules in real time in response to material delays, permit timelines, crew availability, or customer changes. Confirm job readiness prior to each installation date: verify materials received, permits in hand, crew assigned, and customer confirmed. Maintain accurate, up-to-date project records in Salesforce/i360 CRM, including job status, milestones, dates, and follow-up tasks. Permitting & Inspection Coordination Manage the permitting process for all applicable jobs in coordination with Clint Bylo (remote Scheduling & Permitting Coordinator). Track permit application status, approval timelines, and required inspection windows for each active project. Coordinate directly with local building, plumbing, and electrical inspectors to schedule inspections and obtain timely approvals. Document all inspection outcomes in Salesforce/i360; escalate any failed inspections or compliance issues immediately. Maintain working knowledge of Massachusetts permitting requirements and lead times under the 9th Edition IRC. Team & Subcontractor Communication Serve as the daily communication hub between installation teams, subcontractors, the warehouse team, and office staff. Coordinate with Christine and Paul (installer coordination leads) to confirm crew assignments, start times, and job-site readiness. Communicate schedule changes, delays, or special instructions to installers, subcontractors, and the warehouse with clarity and adequate lead time. Partner with Derek and Mike (warehouse team) to confirm materials are received, staged, and ready for each scheduled job. Customer Communication & Service Maintain proactive, professional communication with homeowners throughout the project lifecycle — from scheduling confirmation through post-installation follow-up. Keep customers informed of their project status, any schedule changes, permit timelines, and inspection appointments. De-escalate customer concerns with composure and solution-focused communication, escalating as needed to the Customer Experience Manager (Claire Hughes). Represent the Bay State Bath “Contracting With Care™” brand standard in every customer interaction. Materials Tracking & Vendor Coordination Monitor material delivery status for active jobs using vendor portals (Onyx Collection, Bertch Bath, BCI Acrylic) and internal tracking tools. Flag material delays or shortfalls that impact scheduled installation dates and coordinate resolution with the operations team. Confirm materials received entries are updated in Salesforce/i360 in coordination with the warehouse team. Cross-Training: Vendor Ordering Support (Stacey) As part of your onboarding and professional development, you will be cross-trained on Bay State Bath’s vendor ordering workflow. This training is a strategic investment in operational resilience: when our primary Submittals Coordinator (Stacey) experiences high new-file volume, you will be equipped to step in and support order entry across our vendor portals. Cross-training will be structured and paced appropriately with your primary scheduling duties. Learn Bay State Bath’s product ordering processes for Onyx Collection, Bertch Bath, and BCI Acrylic vendor portals. Develop working knowledge of product specifications, submittal documentation requirements, and order entry standards. Support Stacey with new-file submittals during high-volume periods, ensuring no order falls behind due to capacity constraints. Build proficiency in cross-referencing sold jobs in Salesforce/i360 against pending vendor submittals. PROFESSIONAL GROWTH & DEVELOPMENT OPPORTUNITIES Bay State Bath is committed to developing our team members’ full potential. In addition to your core scheduling and coordination responsibilities, the following growth opportunities are available to you based on your skills, interests, and performance: Houzz Pro — 3D Design Tool Deirdre, your background and interest in interior design drafting opens a meaningful door here. Bay State Bath utilizes Houzz Pro, which includes a powerful 3D room design and visualization tool. As you grow into your role, you will have the opportunity to train on and contribute to the Houzz platform — helping customers visualize their remodeled bathroom through 3D renderings and design layouts. This is a differentiating capability for our sales process and customer experience, and your design aptitude makes you an excellent candidate to develop this skill for the team. Learn and operate Houzz Pro’s 3D design and room visualization tools. Assist design consultants and the operations team in creating compelling visual presentations for customers. Contribute to the evolution of Bay State Bath’s pre-sale customer experience through design visualization. Additional Advancement Increased scheduling and production authority as you demonstrate mastery of the role. Opportunities to contribute to Bay State Bath’s operational process documentation and SOP refinement. Performance-based bonus eligibility aligned with company production goals. Career path consideration for senior operations and project management roles as the company continues to expand. REQUIRED QUALIFICATIONS Minimum 1 year of experience in project scheduling, construction coordination, home remodeling, or a comparable field. Demonstrated ability to manage multiple projects and competing priorities simultaneously without losing attention to detail. Strong working knowledge of construction timelines, permitting processes, and inspection coordination. Proficiency with CRM systems, scheduling software, and digital communication platforms; ability to learn new tools quickly. Exceptional organizational and time-management skills; thrives in a fast-paced, deadline-driven environment. Outstanding verbal and written communication skills; comfortable interacting with customers, inspectors, trades, and colleagues. Ability to work independently, exercise sound judgment, and escalate appropriately. Ability to remain composed and solution-focused when challenges arise. Ability to commute to and work on-site in Pembroke, MA 02359; relocation required prior to start date. Willingness to work 5–6 days per week to support customer and production commitments. PREFERRED QUALIFICATIONS Prior experience specifically in bathroom or kitchen remodeling, or single-trade residential construction. Familiarity with Salesforce or similar CRM platforms. Experience with vendor portal systems or product order management. Background or coursework in interior design, architectural drafting, or related field (relevant to Houzz Pro opportunity). Familiarity with Massachusetts residential permitting requirements. COMPENSATION & BENEFITS Base Hourly Rate $25.00 per hour Overtime Rate $37.50 per hour (1.5x, all hours over 40/week) Estimated Weekly Gross Approx. $1,000 base + $375 OT = ~$1,375/week during onboarding OT phase Estimated Annual Gross Approx. $66,000 (including current OT expectation) OT Reduction Timeline Overtime requirement will decrease as Bay State Bath recruits and onboards at least two additional administrative team members Health Insurance Company-sponsored health coverage Dental & Vision Included 401(k) Available with company matching Paid Time Off Accrued PTO per company policy Performance Bonuses Eligible based on individual and company performance goals   Note: The overtime expectation of approximately 10 hours per week is a temporary operational requirement tied to current staffing levels. Bay State Bath is actively recruiting additional administrative team members; as those positions are filled and trained, the overtime requirement will be reduced. We are transparent about this expectation and equally transparent about our commitment to resolving it. WORK ENVIRONMENT & CULTURE Bay State Bath is a family-led business where every team member’s contribution is visible and valued. Our owner Jennifer Bylo leads with the discipline and care she developed over nearly two decades as a critical care registered nurse. The same principles that govern exceptional patient care — systematic process, accountability, clear communication, and genuine concern for those in your care — define how we treat our customers and each other. You will work in a collaborative, in-office environment alongside a dedicated operations team. We move fast, hold high standards, and support each other. If you are energized by a fast-paced environment, take personal pride in your work, and want to grow with a company that is building something real, Bay State Bath is the right place for you. ACKNOWLEDGMENT This position description has been reviewed and approved by Bay State Bath leadership and reflects the scope, compensation, and expectations of the Production & Scheduling Coordinator role as of the date below.   Jennifer Bylo, Owner & CEO Candidate Bay State Bath  |  HIC #193023 yes � Send Us Your Feedback Save � Please input your name: Start Sign In Email Password Forgot username or password? Don't Have an account? Sign Up Please check your email. We have sent you a password reset link. This link will expire in one hour. Please input your account's email No user with this email id. Please register here a new account to login Send me reset password link × Get $5 added to your wallet for registering an account. Refer others and get $1 for each successful referral. Earn while you search for jobs and redeem in gift cards!Register to search from millions of jobs across the United States. Upload your resume and get matched with top employers today! Still Looking For Jobs? 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