Graphics & Production Project Coordinator

Dynamics ATS; Philippines; Hybrid; PHP 420,000 - 540,000; Full time

Job summary

DOXA is seeking a highly organized Graphics & Production Project Coordinator in the Philippines. The role focuses on coordinating graphics, tracking print production timelines, and administering projects for trade shows and events.

The ideal candidate manages large volumes of digital files and coordinates with multiple teams in a fast-paced, remote environment. Requirements include 2–4 years in graphics production coordination, strong English communication, and familiarity with print-ready

Qualifications

• Educational background in Graphic Design, Printing Technology, Project Management, or related field preferred.
• 2–4 years in graphics production coordination or related role.
• Strong knowledge of print production terminology and file formats.

Responsibilities

• Receive, organize, and track graphics files for multiple shows and events.
• Monitor submissions, proofs, approvals, and production deadlines.
• Verify file specs against floorplans and production instructions.
• Coordinate file transfers among Account Managers, designers, printers, and production teams.
• Maintain accurate project records and status reports.
• Assist with invoice preparation and billing documentation.

Skills

Graphics coordination

Print production

File management

Excel

PDF tools

Cloud file sharing

English communication

Adobe Creative Suite

Trade shows/events

Education

Graphic Design / Printing Technology / Project Management / Business Administration

Tools

Adobe Creative Suite

BeMatrix (preferred)

ZIP/file transfer tools

Job description

Graphics & Production Project Coordinator

Philippines

Full Time Graphics & Production Project Coordinator

At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.

What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.

The Role:

We’re seeking a highly organized and detail-oriented Graphics & Production Project Coordinator to support graphics coordination, print production tracking, and project administration for trade shows and events.

You’ll play a key role in managing graphics files, tracking production timelines, monitoring artwork submissions and approvals, maintaining accurate project documentation, and supporting Account Managers with billing and customer service. The ideal candidate is comfortable handling large volumes of digital files, coordinating multiple projects simultaneously, and ensuring accuracy in a fast-paced, deadline-driven environment.

Location: Must be in Philippines – Remote.

Environment: Filipino and International Teams.

Language: Advanced English (B2+ - C1).

Timezone: Monday to Friday – 8:00 AM – 5:00 PM PST.

Contract: Non-fixed Term Contract.

Requirements:

• Education: Relevant educational background in Graphic Design, Printing Technology, Project Management, Business Administration, or a related field is preferred.
• Experience: 2–4 years of experience in graphics production coordination, print production, project coordination, or a related role.
• Skills:
• Working knowledge of graphics and print production terminology, including proofs, renders, file formats, bleed, live areas, resolution, and print specifications.
• Strong digital file management skills, including ZIP file extraction, handling large file transfers, folder organization, and version control.
• Proficiency in Microsoft Excel, PDF tools, and cloud-based file-sharing platforms.
• Strong written and verbal English communication skills.
• Ability to track multiple projects, production orders, deadlines, approvals, and billing documentation simultaneously.
• Familiarity with Adobe Creative Suite and print-ready file formats is an advantage.
• Experience with trade shows, exhibitions, event production, signage, commercial printing, floorplans, booth layouts, or modular exhibit systems such as beMatrix is preferred.
• Characteristics: Exceptional attention to detail, highly organized, proactive, accountable, adaptable, and committed to accuracy. Must be able to work independently in a fully remote environment, prioritize competing deadlines, follow instructions from multiple Account Managers, and collaborate effectively across teams.

Responsibilities:

Graphics & Production Coordination

• Receive, organize, and track graphics files across multiple trade shows and events.
• Monitor artwork submissions, proofs, approvals, production status, and deadlines.
• Verify file specifications, dimensions, quantities, and placement requirements against provided floorplans and production instructions.
• Coordinate file transfers and communicate updates between Account Managers, designers, printers, and production teams.
• Identify missing files, incorrect specifications, and potential production delays, escalating issues proactively.

File Management & Quality Control

• Maintain accurate digital folder structures, file naming conventions, and version control.
• Download, extract, organize, and transfer large graphics files, including nested ZIP files.
• Ensure approved files are correctly labeled, stored, and accessible to the appropriate teams.
• Maintain detailed tracking logs and checklists to minimize errors, duplication, and rework.
• Track graphics production progress, outstanding approvals, order changes, and billing status across assigned shows.
• Maintain accurate project records, timelines, and status reports.
• Assist Account Managers with invoice preparation, order verification, and billing documentation.
• Coordinate with accounting and production teams to resolve discrepancies and maintain accurate records.

Account Management & Customer Service Support

• Provide administrative and customer service support to Account Managers and show organizers.
• Respond to routine inquiries, provide project updates, and follow up on outstanding information as directed.
• Coordinate internal communications to ensure accurate and timely information sharing.
• Escalate customer concerns, production issues, and decisions requiring Account Manager approval.

Process Improvement & Administrative Support

• Maintain standardized project checklists, templates, and documentation.
• Support post-show reconciliation and project closeout activities.
• Identify opportunities to improve file management, tracking accuracy, and workflow efficiency.