Project Coordinator - Commercial Printing

Primary Role

To coordinate the production of print jobs from the moment the estimate is approved and converted to a job, ensuring on-time delivery, quality control, and clear communication between Account Management and Production using PrintSmith / Filemaker

Key Responsibilities

• Job Onboarding
• Receive notification from Estimator, Account Manager or Sales that a quote has been approved.
• Double-check job details: quantities, materials, production notes, due dates, and attachments.
• Materials Management and Purchasing
• Check inventory for required paper, substrates, and finishing materials.
• Place material orders with vendors based on job requirements.
• Track purchase orders, confirm delivery dates, and follow up with suppliers.
• Record received materials and communicate availability to production.
• Production Planning & Scheduling
• Assign jobs to departments (Prepress, Press, Bindery) using Filemaker
• Coordinate slotting of jobs into daily production schedules.
• Flag priority/rush jobs and adjust timelines as needed.
• Production Communication & Oversight
• Print or digitally distribute job tickets with clear specs and instructions.
• Communicate special instructions or late changes effectively.
• Ensure departments update job progress in Filemaker.
• Proof Management
• Upload customer proofs or approvals to the job in Filemaker
• Track approval status; alert Account Manager or Production if approval is delayed.
• Hold production until proof is approved (if required).
• Issue Resolution
• Monitor jobs for delays or material issues.
• Escalate problems to Account Manager as needed.
• Maintain communication trail (Job Notes, status updates, daily logs).
• Delivery Coordination
• Confirm packaging and delivery details are correct.
• Use Filemaker or external systems (like courier platforms) to track dispatch.
• Mark job as "Completed" or "Delivered" upon confirmation.
• Job Closure & Handover
• Review completed job for accuracy and quality.
• Archive production notes and client correspondence.
• Notify Account Manager or Billing team for invoicing follow-up.

Qualifications

• 2+ years of experience working within a commercial printing environment
• Associate's degree in graphic design, business, or related (preferred)
• Experience compiling cost estimates for commercial print jobs (preferred)
• Experience with CRM software programs (Filemaker or Printsmith preferred)

$65,000 - $75,000 a year

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