Project Coordinator - Commercial Printing

Cogent Talent Solutions•Saint Paul, MN

1d•Onsite

About The Position

The Project Coordinator - Commercial Printing will be responsible for coordinating the production of print jobs from the moment the estimate is approved and converted to a job. This role ensures on-time delivery, quality control, and clear communication between Account Management and Production using PrintSmith / Filemaker.

Requirements

2+ years of experience working within a commercial printing environment
Experience with CRM software programs (Filemaker or Printsmith preferred)

Nice To Haves

Associate's degree in graphic design, business, or related
Experience compiling cost estimates for commercial print jobs

Responsibilities

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.
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.
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.
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.
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).
Monitor jobs for delays or material issues.
Escalate problems to Account Manager as needed.
Maintain communication trail (Job Notes, status updates, daily logs).
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.
Review completed job for accuracy and quality.
Archive production notes and client correspondence.
Notify Account Manager or Billing team for invoicing follow-up.