Project Coordinator Jobs

About The Position

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 (preferred)
• Experience compiling cost estimates for commercial print jobs (preferred)

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.