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)
#ZR
$65,000 - $75,000 a year
Compensation details: 65000-75000 Yearly Salary
PI46788551d3f1-37437-40089142
