Lakeside Exteriors is seeking a highly organized, customer-focused Customer Service Representative & Exterior Remodeling Order/Production Coordinator to support homeowners and internal teams from signed contract through project completion. This role combines customer communication, order processing, production coordination, and administrative accuracy. The right candidate will become a reliable point of contact for homeowners while working closely with sales staff, production managers, installers, suppliers, manufacturers, and office personnel to ensure projects are accurately documented, properly ordered, scheduled efficiently, and ready for installation. Lakeside Exteriors serves homeowners throughout the Twin Cities with replacement windows, entry and patio doors, roofing, siding, painting, trim, gutters, and related exterior-remodeling services. Window and door knowledge or experience is strongly preferred. Candidates with experience in replacement windows, window ordering, window measurements, manufacturer specifications, glass packages, hardware, trim, exterior remodeling, construction administration, or home-improvement project coordination are especially encouraged to apply. What You'll DoCustomer Communication & Service Serve as a key point of contact for homeowners after contract approval and throughout the production process. Build positive, professional relationships with customers through phone calls, email, text messages, and in-person communication when needed. Provide clear updates regarding project status, product lead times, material availability, scheduling expectations, required customer selections, permits, deliveries, and next steps. Follow up with homeowners before, during, and after installation to confirm satisfaction and address outstanding questions. Receive, document, and route warranty concerns, service requests, post-installation issues, and customer questions to the appropriate team member. Send customer satisfaction surveys and request online reviews following successful project completion. Handle customer concerns with professionalism, urgency, empathy, and a solution-oriented mindset. Order Processing & Project Documentation Review newly sold projects for complete and accurate documentation before materials are ordered. Verify signed contracts, estimates, scopes of work, product selections, measurements, photos, financing status, deposits, permits, and other required job information. Create, organize, and maintain complete job packets in the company CRM, shared files, spreadsheets, or production-management software. Identify missing, unclear, conflicting, or incomplete information and coordinate with the sales or production team to resolve discrepancies before an order is submitted. Review and confirm project specifications for replacement windows, doors, siding, roofing, trim, gutters, accessories, and other exterior materials. Verify product details such as manufacturer, color, style, size, handing, glass options, grids, hardware, screens, trim, accessories, quantities, installation requirements, and special-order notes. Coordinate field measurements, re-measures, final manufacturer measurements, and photo documentation when necessary. Help prevent ordering errors, reorders, material shortages, avoidable delays, and jobsite issues through thorough documentation and follow-up. Supplier, Material & Production Coordination Prepare and submit material orders, purchase orders, work orders, supplier documentation, and internal production paperwork. Communicate with suppliers and manufacturers regarding product availability, pricing, lead times, order status, delivery dates, warranty information, backorders, credits, and missing order details. Review supplier order acknowledgments and confirmations against signed contracts, estimates, approved selections, final measurements, and customer-approved change orders. Track order dates, confirmation numbers, expected delivery dates, delayed materials, special-order items, backorders, credits, and additional material needs. Coordinate material deliveries, warehouse needs, dumpster timing, permits, installers, and production schedules with the Production Manager and installation teams. Confirm that all necessary materials, documentation, approvals, measurements, permits, and job details are complete before a project is released for installation. Help prepare jobs for production handoff by ensuring installers receive accurate scopes, work orders, material information, photos, measurements, and special instructions. Support final job closeout by collecting warranty information, product documentation, permit closeout records, final customer communication, and completion records. Change Orders, Permits & Administrative Support Prepare and document change orders when customers change product selections, colors, sizes, materials, scope of work, or specifications after contract approval. Communicate required approvals, pricing changes, material impacts, and scheduling implications related to change orders. Assist with permit application information, municipal paperwork, inspection scheduling, and permit closeout documentation as assigned. Maintain accurate notes, records, communications, and follow-up tasks in the CRM and related systems. Support general office operations, filing, document management, scheduling, customer correspondence, and administrative tasks as needed. Required Skills & Qualifications Excellent verbal and written communication skills, including professional communication by phone, email, and text message. Strong customer-service skills and the ability to build trust with homeowners. Exceptional attention to detail, particularly with measurements, product codes, colors, quantities, options, specifications, order confirmations, and construction documentation. Strong organizational, time-management, and follow-up skills, with the ability to manage multiple active projects and shifting priorities. Ability to read and understand estimates, contracts, scopes of work, measurements, supplier order forms, product specifications, and construction-related documentation. Ability to work independently, prioritize responsibilities, and know when to escalate a question, discrepancy, or potential ordering issue before an order is placed. Professional, calm, and solution-oriented approach when handling changing schedules, delayed materials, customer concerns, and project issues. Proficiency with Microsoft Office, including Outlook, Word, and Excel, or similar business software. Comfortable using (Leap/Jobprogress) CRM systems, shared files, spreadsheets, scheduling platforms, document-management systems, and supplier/manufacturer portals. Basic understanding of office procedures, recordkeeping, filing, administrative workflows, and customer data management. Preferred Experience One to three years of experience in residential remodeling, construction administration, home improvement, purchasing, customer service, project coordination, estimating, production coordination, or office administration. Experience with replacement windows is strongly preferred , including window sizing, rough openings, final measurements, ordering, manufacturer product lines, glass options, grids, screens, hardware, trim, and installation-related requirements. Experience with entry doors, patio doors, roofing, siding, trim, gutters, painting, or other residential exterior products. Experience coordinating material orders, reviewing order confirmations, tracking deliveries, working with suppliers, or preparing purchase orders and work orders. Familiarity with construction software or CRM platforms such as Leap, CompanyCam, similar systems is helpful but not required. Experience working with homeowners, sales representatives, installers, subcontractors, suppliers, manufacturers, or municipal permit departments is a plus.

Pay:

$25.00 - $29.00 per hour Expected hours: 30.0 - 45.0 per week

Work Location:

Hybrid remote in Shorewood, MN 55331