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

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.