Residential Production Assistant

Job Overview:

We are seeking a highly organized, detail-oriented Residential Production Assistant to manage the operational flow of residential projects from post-sale through final completion. This role is crucial to ensuring projects are scheduled efficiently, crews are coordinated effectively, and communication with homeowners and internal teams is clear and consistent.

You will work closely with the Supplement Team, Branch Sales Teams, Local Office Management, Residential Project Managers, and the Production Team to ensure jobs run smoothly and both clients and sales reps are kept informed every step of the way.

Key Responsibilities:

1. Ordering & Scheduling

• Schedule all approved jobs as quickly and efficiently as possible.
• Prioritize high-pressure jobs (e.g., real estate closings or demanding clients) and find creative solutions to avoid job loss.
• Order materials accurately based on the RDS (Roof Detail Sheet) and EagleView reports. Attention to detail is essential to avoid waste and errors.

2. RDS & Color Confirmation

• Confirm that all RDS information is correct before ordering materials or scheduling jobs, with support from sales management.
• Ensure shingle color is confirmed and documented in CRM (acceptable confirmations include text, email, contract, voice message, etc.) before proceeding.

3. Crew & Sub Coordination

• Assign competent crews to each scheduled job. While each branch varies, you are ultimately accountable for ensuring proper crew alignment.
• Collaborate with local Branch Presidents when needed.
• Monitor and track crew payments and deductions, ensuring fair and timely compensation.

4. Change Orders

• Ensure change orders are fully documented with clear, verifiable photos.
• Prevent fraudulent decking replacements by enforcing best practices (e.g., PMs must number and spray paint decking boards for photo validation).
• Secure signed homeowner approval for all change orders prior to work, and include a minimum of 20% profit margin on each.

5. Task Management

• Review all open tasks daily across every branch.
• Proactively communicate with homeowners even when there's no update to maintain trust:
• Clearly categorize, label, and tag each task as either:
• Why tagging is important:
• Tagging ensures visibility and accountability. If someone can't see a task, it risks being forgotten, especially when task counts rise above 50. This leads to miscommunication, delays, and unhappy clients..

Skills Required:

• Extremely detail-oriented and organized.
• A proactive communicator who keeps both homeowners and internal teams informed.
• Not afraid to handle pressure, tight timelines, or complex client situations.
• Able to work collaboratively with multiple teams and personalities.
• Comfortable managing high volumes of tasks and moving pieces.
• What Success Looks Like:
• Jobs are scheduled quickly and accurately.
• Homeowners feel heard, informed, and respected.
• Tasks are properly categorized, updated, and visible to all relevant stakeholders.
• Crews are prepared and properly matched to jobs.
• Change orders are legitimate, documented, and profitable.
• Communication is consistent, clear, and constructive across the board.