Why every growing painting company needs a production coordinator

By Michal Cheney

Most painting companies move a project straight from sales to production, and that’s where things start to break down.

The job gets sold, the work order lands in production, and suddenly the team is scrambling to figure out colors, schedules, materials, and scope details. Project managers are chasing information, crews are waiting on answers, and customers start asking questions no one seems prepared to answer.

This is a very common problem in growing painting companies—and it’s not a people problem. It’s a systems problem.

I’ve seen this pattern play out in many painting companies as they grow and start managing more crews and more projects at the same time.

This setup can lead to frustrated project managers, miscommunication with customers, and production delays. Poor planning can also affect whether the project hits budget and negatively impact the overall customer experience.

In our company, this role became essential as we scaled and started managing more projects at the same time.

What is a Production Coordinator?

The Production Coordinator sits between Sales and Production, acting as the operational bridge that prepares projects before they reach the field. The purpose of this role is to organize the project before it starts so that the production team can focus on executing the project.

The responsibilities of a coordinator can include verifying job details, finalizing the customer’s color and sheen selections, scheduling the project start date with the customer, and supporting production in the overall planning process.

These responsibilities ultimately reduce chaos before the job begins.

As companies grow this role becomes even more important. The need for a Production Coordinator often appears when companies reach a certain size.

The typical growth stages in a painting business often look like this:

• Small companies (under $1M): The owner handles everything and communication between the team and the customer is very informal.

• Growing companies ($1M–$3M): This is where multiple sales reps, multiple crews and increased scheduling complexity begins to appear.
• Scaling companies ($3M and beyond): At this stage companies typically have multiple project managers, dozens of active projects and higher customer expectations.

Once you reach a certain volume of work, it begins to expose gaps in the company’s systems. Sales continues to bring in projects, but production may not have the structure in place to absorb the growth.

Do You Need a Production Coordinator?

There are several signs that indicate a company may be ready to hire a Production Coordinator.

One of the most common indicators is Project Managers becoming overwhelmed with administrative work. This is usually a signal that operational support is needed.

You may also notice frequent delays in starting projects because colors have not been collected from the customer. Other indicators include missing color or sheen selections, incomplete work orders, or customers reaching out to the sales team after the project has already moved into production.

Many companies initially hire this role as an administrative position, but it often becomes one of the most important operational roles in the business.

Without a clear process between sales and production, important details can easily fall through the cracks before the project ever begins.

These small gaps may seem manageable at first, but as the number of active projects grows they quickly compound and create unnecessary stress for both the team and the customer. If this coordinator role is not introduced, PMs often spend too much time on administrative work.

Think of the Production Coordinator as a force multiplier for your production team.

Core Responsibilities

While every company may structure the role a little differently, there are several core responsibilities that make this position successful:

Review the Work Order with the Client: This conversation gives the coordinator an opportunity to confirm that the scope aligns with the customer’s expectations before the project moves into production. Catching small misunderstandings early can prevent confusion, change orders, or delays once the project begins.

Schedule Color Consultations: If a company offers color consultations, the coordinator ensures these happen early so production is not waiting on color or sheen selections and risking the project getting delayed. Anyone who has managed painting projects knows that waiting on color selections can delay a project before it even starts. By coordinating these appointments early, the Production Coordinator helps ensure projects are ready to move into production when the schedule opens.

Collect and Document Colors: Before the project is handed to production, the coordinator gathers and documents all color selections. This includes:

● Color names

● Color codes

● Sheens

● Product types

Having this information organized ahead of time allows materials to be ordered properly and ensures the crew arrives with the correct products. It also eliminates confusion on the jobsite and reduces the need for last-minute calls to confirm selections.

Create a Handoff System

One of the most important ways to support a smooth transition from sales to production is by creating a standardized process for what information must be documented before the job moves forward.

In our company, we use an acronym called DRIPS to help our sales team remember the key details that must be captured before the project moves into production.

DRIPS stands for:

D – Details of the scope: Clearly document what surfaces are being painted and any special prep requirements.

R – Review expectations with the customer: Confirm that the scope, timeline, and process match what the customer expects.

I – Identify colors and finishes: Capture color selections, sheens, and product specifications whenever possible.

P – Photos of the project: Document the project conditions so the production team can plan accordingly.

S – Special notes: Include any additional details the production team should know before the project begins. Having a structured handoff system like this ensures production receives complete information and prevents unnecessary back-and-forth between departments.

Coordinating Production

Once a project is approved, the production coordinator steps in to turn the plan into a schedule. Working with the customer, they confirm start dates and establish a realistic project timeline that fits both the client’s expectations and the company’s production calendar.

From there, the coordinator assigns the right crew to the job. Matching crews to projects is more strategic than it might appear. Different teams often develop specialties over time. Some crews excel at exterior work and large production projects, while others are better suited for detailed interior finishes, cabinet painting, or specialty coatings.

As the coordinator gains experience working with the crews, they develop a strong understanding of each team’s strengths and can confidently assign them to the jobs where they will perform best. The result is smoother projects, better efficiency, and work that consistently meets the company’s quality standards.

The production coordinator also keeps a close eye on overall production capacity. By tracking scheduled hours or projected job revenue, they can make sure the company’s crews remain aligned with monthly production targets. This oversight helps prevent bottlenecks, keeps the schedule balanced, and ensures the company stays on pace with its revenue goals.

Having this role in place creates operational efficiencies throughout the company and has a direct impact on the Project Manager, Crew Leader, and customer experience.

Customer Satisfaction

By the time a project moves into production, the customer has already had a positive interaction with your sales team and is excited to transform their space.

While painting companies often focus heavily on craftsmanship, the customer experience is just as influenced by communication and organization.

A Production Coordinator strengthens both. They confirm expectations, ensure details are documented, and keep communication clear before the project begins—creating a smoother, more professional experience.

Project Managers are able to spend more time managing crews, ensuring quality, and creating a great customer experience instead of chasing down customer selections or missing project details. Crew Leaders receive clearer job information, which allows projects to start more efficiently and with fewer surprises. Customers experience better communication and organization throughout the process, which increases their confidence in the company.

Removing friction from the production pipeline ultimately reduces jobsite surprises and allows the entire team to operate more efficiently.

We all want our customers to have a great experience, and implementing a Production Coordinator role can directly improve that experience—while helping your company earn more five-star reviews.

Michal Cheney is the visionary behind No Drip Painting, a residential painting and cabinet refinishing company serving the Columbus, Ohio region.

Know Your Customer

Because the Production Coordinator is an office-based role, they often spend time speaking with customers while reviewing project details, collecting color selections, and confirming scheduling information.

During these conversations, coordinators frequently learn small personal details about the customer that can help create a more memorable experience at the end of the project.

One way to take advantage of this is by having the Production Coordinator prepare the

end-of-project customer gift. In our company, we use empty one-gallon paint cans wrapped with

our logo and fill them with items that are specific to the customer. The coordinator gathers small

details during the planning process and uses that information to personalize the gift.

For example, if the customer recently got a new puppy, we might include puppy toys and treats. If they are expecting a baby, we might include something thoughtful for the nursery. If they mentioned a favorite bottle of wine, that might be included as well.

These small personalized touches leave a lasting impression and reinforce the level of care and attention the company provides throughout the entire project.