Project Coordinator - Commercial Printing

Cogent Analytics; Saint Paul (MN); On-site; USD 45,000 - 60,000; Full time

Job summary

Cogent Analytics in Saint Paul, Minnesota is seeking a skilled Production Coordinator to manage the entire print job process from approval to delivery. The ideal candidate will have over 2 years of experience in the commercial printing industry and proficiency in CRM software such as Filemaker or PrintSmith. Responsibilities include overseeing production schedules, inventory management, proofing, and issue resolution to ensure high-quality, timely deliverables.

Qualifications

• 2+ years of experience working within a commercial printing environment.
• Associate's degree preferred in graphic design, business, or related field.
• Experience compiling cost estimates for commercial print jobs preferred.
• Familiarity with CRM software, especially Filemaker or Printsmith preferred.

Responsibilities

• Coordinate production of print jobs from approval to delivery.
• Check and manage inventory of materials for printing needs.
• Assign jobs to departments and coordinate schedules.
• Ensure clear communication and oversight of production processes.
• Manage proof uploads and track approval statuses.
• Resolve issues related to job delays or materials.
• Confirm delivery details and track job completion.

Skills

Commercial printing experience

Cost estimation skills

CRM software proficiency

Education

Associate's degree in graphic design, business, or related

Tools

Filemaker

PrintSmith

Job description

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.

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).