Graphics & Production Project Coordinator

DOXA Talent, Inc.; Philippines; Remote; PHP 350,000 - 550,000; Full time

Job summary

DOXA Talent, Inc. seeks a highly organized Graphics & Production Project Coordinator to support graphics coordination, print production tracking, and project administration for trade shows and events.

You will manage graphics files, track production timelines, monitor artwork submissions and approvals, maintain project documentation, and assist Account Managers with billing and customer service in a fast-paced remote setting.

Qualifications

• Education in Graphic Design, Printing Technology, PM, or related field preferred.
• 2–4 years in graphics production coordination or related roles.
• Familiarity with proofs, renders, bleed, live areas, and print specs.
• Strong digital file management and large file transfers.
• Proficiency in Excel, PDF tools, and cloud-based file sharing.
• Strong written and spoken English.
• Ability to manage multiple projects and billing documentation.
• Familiarity with Adobe Creative Suite and trade show production is a plus.
• Independent, organized, proactive, and accurate in a remote setting.

Responsibilities

• Receive, organize, and track graphics files across shows and events.
• Monitor submissions, proofs, approvals, production status, and deadlines.
• Verify file specifications against floorplans and instructions.
• Coordinate file transfers between Account Managers, designers, printers and production teams.
• Identify missing files and delays; escalate issues when needed.

Skills

Graphics production

File management

Excel

Adobe Creative Suite

Print production

English communication

Education

Graphic Design

Printing Technology

Project Management

Business Administration

Tools

Adobe Creative Suite

BeMatrix

Job description

Our Company

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.

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.

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

Location: Must be in Philippines – Remote.

Environment

Environment: Filipino and International Teams.

Language

Language: Advanced English (B2+ - C1).

Timezone

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

Contract

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.

Project Tracking & Billing Support

• 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.