Project & Print Production Coordinator

Job Description:

GENERAL SUMMARY Etherio is seeking a highly organized, proactive Project & Print Production Coordinator to support our growing Marketing & Creative Services team. Reporting to the Senior Marketing Project Manager, this role will help keep a high volume of creative projects moving efficiently from request through completion, with a particular focus on print production and event signage. The ideal candidate is an exceptional communicator with a strong sense of urgency, excellent attention to detail, and the ability to manage multiple priorities and deadlines without losing sight of the details.

This person will serve as an important connection point between clients, internal creative teams, print vendors, and other partners, owning assigned print projects from quote through delivery while also supporting the day-to-day project management needs of the department. This is a hands-on role for someone who enjoys making things happen, solving problems, communicating proactively, and ensuring that projects don't simply get completed, they get completed correctly and on time.

Manage assigned print production projects from initial request through final delivery, including event signage, publications, marketing collateral, direct mail, promotional materials, and other printed pieces.

Coordinate a significant volume of event signage projects, managing production specifications, deadlines, quantities, delivery requirements, and vendor communication.

Request and compare quotes from print vendors, ensuring pricing, production schedules, materials, and delivery requirements align with project needs.

Communicate production specifications and deadlines to internal creative team members and coordinate the release of final files to vendors.

Serve as a quality-control checkpoint throughout the production process, reviewing project details, specifications, quantities, shipping information, proofs, and final deliverables for accuracy.

Coordinate proofs and approvals between clients, internal teams, and vendors as needed.

Maintain proactive communication with clients regarding production schedules, project status, approvals, potential delays, delivery dates, and other important milestones.

Track production and shipments through final delivery, proactively identifying potential issues and resolving delays, missing packages, damaged materials, or other fulfillment challenges.

Coordinate shipping and delivery of event signage and materials to hotels, convention centers, event venues, client offices, and other destinations.

Maintain organized records of print specifications, estimates, approvals, tracking information, and other production documentation.

Review vendor invoices for accuracy and coordinate invoice processing and reconciliation.

Occasionally pick up or deliver printed materials from local vendors as project needs require.

Build strong working relationships with print and production vendors and help identify new vendor partners when needed.

Support the Senior Marketing Project Manager in coordinating the department's day-to-day project workload across marketing, creative, digital, and production resources.

Create, update, and maintain project tickets within the department's project management system, ensuring project details, deadlines, assignments, and status information remain current and accurate.

Communicate regularly with clients and internal stakeholders regarding project timelines, status, next steps, and resource availability.

Help schedule and calendar projects based on deadlines, priorities, resource capacity, and team bandwidth.

Monitor assigned projects and proactively follow up with team members, clients, and vendors to keep work moving and identify potential delays before they affect deadlines.

Demonstrate curiosity about emerging technologies, including AI, and actively explore practical ways they can improve project management, production processes, quality assurance, documentation, communication, and team efficiency.

Assist with project intake, gathering necessary information and ensuring teams have the…