Workflow Coordinator

Description

Department: Workflow and Fulfillment

Reports To: Director of Workflow and Fulfillment

Position Summary

The Workflow Coordinator plays a key role in ensuring the efficient movement of customer print orders throughout the production lifecycle. In a fast-paced print production environment, this position provides visibility across departments, coordinating order flow, monitoring production timelines, and resolving workflow challenges to ensure jobs move from order intake through production and final fulfillment on schedule.

This role not only monitors workflow but also actively helps move jobs forward when needed. The Workflow Coordinator supports production teams, helps resolve issues that could delay orders, and ensures work flows smoothly across departments so that customer commitments are met and orders are delivered accurately and on time.

Key Responsibilities

• Monitor job queues, production batches, and job statuses across departments to ensure orders move efficiently from order intake through prepress, production, and fulfillment.
• Track job status and proactively identify potential delays or workflow disruptions that may impact production timelines.
• Coordinate priority, rush, and time sensitive orders across teams to ensure deadlines and service commitments are met.
• Identify workflow bottlenecks and collaborate with internal teams to resolve issues impacting production schedules.
• Assist with processing and advancing orders when needed to keep jobs moving through production and prevent workflow slowdowns.
• Help resolve missing information, artwork issues, or setup questions that could delay production.
• Ensure orders are properly prepared for the next stage of production, confirming files, specifications, and materials are ready before work begins.
• Maintain and analyze production timeline data using production reports, including reviewing production days, missing orders, and estimated completion dates, and communicating updates to internal teams daily.
• Maintain visibility into daily production schedules to help balance workload across departments.
• Communicate order status, priority changes, and workflow updates to internal teams as needed.
• Escalate production risks or timeline concerns to leadership when necessary.
• Serve as a central point of coordination between customer service, workflow, design, production, and fulfillment teams.
• Support the team in delivering a smooth order experience that results in accurate, on-time deliveries and delighted customers.
• Maintain strong awareness of customer deadlines and service commitments, helping ensure orders are completed accurately and delivered on time.
• Support continuous improvement by identifying opportunities to enhance workflow efficiency and coordination across the production
  
  

Requirements

Qualifications

• 2 years of experience in production coordination, workflow coordination, or operations support, preferably in a print, manufacturing, or production environment.
• Strong organizational and time management skills with the ability to manage multiple priorities in a deadline-driven environment.
• Excellent communication and cross-functional collaboration skills.
• Proficiency in Microsoft Excel for tracking, analyzing, and reporting production and workflow data.
• Experience with print production and production management systems is a plus.
• High attention to detail and the ability to thrive in a fast-paced production environment.
• Ability to stay calm, organized, and solution-oriented when priorities shift quickly.