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)
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