Boxco Studio is a small, innovative cabinetry company based in Greenfield, MA, specializing in high-quality, modern plywood cabinetry. We believe in using the best materials in simple, intelligent ways to create cabinetry that is modern, beautiful, well-built, and durable. To learn more about our products and process, visit www.boxco.studio.
As a company, we strive to foster a fun, collaborative, and rewarding work environment. We are a small, dedicated team focused on our craft, and we're excited to continue developing team members who are passionate about innovation, growth, and perfecting our products.
About the Role
As our Operations Coordinator, you will keep our production and delivery pipeline running smoothly across 20+ active projects. You are the person who makes sure nothing slips through the cracks — tracking deadlines, following up on outstanding items, coordinating logistics, and supporting our Director of Operations and design team so they can focus on building and designing exceptional cabinetry.
This is a coordination and tracking role, not a decision-making role. You will flag issues and escalate to the appropriate team member rather than resolve client disputes, negotiate payments, or make production decisions. If you're someone who thrives on organization, loves checking things off a list, and gets satisfaction from keeping a complex operation on track, this role is for you.
Project Tracking & Follow-Up
- Track signed drawings, customer agreements, production deposits, and contractor/installer information across all active projects
- Monitor deadlines (5-week measurement deadline, payment due dates, installer meeting completion) and flag overdue items to the appropriate Designer or Director of Operations
- Maintain accurate, up-to-date project status in Airtable throughout production and delivery
- Send reminders and follow-ups on outstanding items as directed by the Designer or Director of Operations
Delivery Coordination
- Coordinate delivery logistics with clients, delivery drivers, and installation team once delivery dates are confirmed
- Confirm delivery-day requirements with clients (access, contact person, someone to unload)
- Track final payment deadlines and flag to Director of Operations if payment has not been received
- Send delivery notifications and day-of updates using established email templates
Client Logistics Communication
- Send routine logistical emails to clients — delivery scheduling, payment reminders, document follow-ups, and installation coordination — always with the project's Designer CC'd
- These communications are limited to logistics and scheduling only; any questions about design, pricing, scope, or client concerns are routed to the Designer or Director of Sales
Installation Coordination
- Reach out to installers to schedule required pre-delivery video consultations with Director of Operations
- Track installer meeting completion and follow up if not scheduled
- Serve as scheduling liaison between installers, Director of Operations, and clients for installation logistics
- Send installation guides and shop drawings to installers at appropriate milestones
Designer Support
- Prepare and send DocuSign packages (Customer Agreement, drawing sign-off) as directed by Designers
- Process and track invoices through QuickBooks (customization fees, production deposits, final invoices) — Designers and Director of Sales determine amounts and timing
- Alert Designers when client items are overdue so they can follow up directly with the client
- Coordinate sample mailings and other client-facing logistics as needed
- Customer Service Tracking
- Log incoming customer service requests (callbacks, complaints, questions) and route to the appropriate team member (Designer, Director of Operations, or Director of Sales)
- Track that follow-ups happen within a reasonable timeframe and flag if a request goes unresolved
- This role does not diagnose issues, resolve disputes, or deliver difficult news to clients — it ensures the right person is aware and responding
Director of Operations Support
- Track materials with long lead times and flag ordering deadlines
- Monitor that shop drawing reviews, installer meetings, and other operational milestones stay on schedule
- Assist with data entry, project documentation, and special projects as assigned
- Help prepare for Monday Project Schedule Meetings by pulling project status updates
Office Administration
- Maintain a clean, organized, and welcoming office space including kitchenette, supplies, and common areas
- Manage office equipment (printers, supplies) and coordinate repairs as needed
- Handle building management coordination (maintenance requests, facility issues)
- Process and track product returns
- Manage incoming mail and coordinate outgoing shipments (excluding finish samples, which Designers handle directly)
- Answer phones and triage inquiries — route to appropriate team member based on the nature of the request
Qualifications
- Background in project management or coordination preferred
- Strong organizational skills — you're the person who never lets things fall through the cracks
- Comfortable working with project management tools (Airtable experience a plus)
- Proficient with Google Workspace (Gmail, Drive, Calendar, Meet)
- Experience with QuickBooks or similar invoicing software is helpful
- Clear, professional written communication for follow-up emails and scheduling
- Ability to manage multiple projects simultaneously without losing track of details
- Comfort working in a small team environment where processes are still being refined
- No prior cabinetry or construction experience required — we'll teach you the industry specifics
Compensation & Schedule
Hourly Rate: $26.25/hour
Work Schedule: 36 hours/week, Monday–Thursday, 8:00 AM – 4:30 PM, with a 30-minute lunch break and Friday 8:00 AM - 12:00 PM
Benefits include: 8 paid sick days, 3 weeks paid vacation, paid holidays (see Boxco Employee Handbook for more information) and a matching 401K for employees who have been with us for longer than 6 months. (Note: 1 day = 8 hours.)
Reporting Structure: Reports to Director of Operations
Performance Reviews: Quarterly check-ins and annual performance review with Director of Operations
Principals only. Recruiters, please don't contact this job poster.