Cogent Analytics

Project Coordinator - Commercial Printing

St Paul, MN March 27, 2026 Full Time
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
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
#ZR

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)
    • Apply on company site

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