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Operations Coordinator

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Graphic & Media Design
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Summary of Role
The Production Coordinator assists in the day-to-day operations of the department, including departmental accounting, administration, production, project coordination and asset management.
 
Accountabilities and Responsibilities
  • Process job requests submitted and assess individual client needs, establishing production requirements, trafficking workflow and producing time and event schedules for projects.
  • Manage production schedules according to priority and ensure adherence to schedule; make adjustments as needed.
  • Coordinate resources, including freelance personnel, stock photography, systems, office supplies, meeting rooms and sample/reference files.
  • Interface with the Communications team and coordinate efforts to ensure a seamless work process flow.
  • Assist with the development of processes and procedures and suggest refinements and improvements to software and hardware.
  • Assist in resource planning and project monitoring to ensure time frames and quality control measures are met.
  • Perform administrative and traffic functions for the team, including database entries, reporting, filing, shipping, ordering supplies, postage forecasting, requisitions and invoicing.
  • Process and log submitted projects ensuring hot list is up to date.
  • Partner with team to create and receive requisitions for payment; track and record invoices and expenses for all projects.
  • Help to maintain equipment in ready-to-work order and schedule equipment maintenance as needed.
  • Maintain budget records of all projects in production.
  • Assist Manager with forecasting overall workload and resource needs, including preparing reports, researching data, coordinating trafficking function and meetings.
  • Report on all stock images and usage rights, including monitoring recording and tracking for budget purposes and to ensure usage is in alignment with purchase contracts.
  • Serve as a liaison between team members, internal clients and vendors to ensure that all creative, production and traffic functions are performed in a timely manner.
  • Establish and maintain a positive relationship with clients, ensuring that expectations are met and any issues or problems are resolved in a timely fashion.
  • Work with internal clients, assisting in managing expectations and offering solutions and suggestions to ensure the successful outcome of each project.
  • Perform other duties as assigned.
 
Supervisory Responsibilities
  • None
Knowledge, Skills & Abilities Required
  • Problem solving and analysis skills with a commitment to quality
  • Excellent communication and writing skills
  • Basic knowledge of print production and graphic design processes
  • Ability to make effective decisions, use professional judgment and take independent actions
  • Proficiency in Microsoft Word, Excel and Outlook;
  • Familiar with standard concepts, practices and procedures in the advertising/creative design field
  • Strong time management and project management skills
  • Ability to multi-task
  • Strong knowledge of print industry and all phases of direct mail marketing, including production, letter shop operations, postal regulations (especially not-for-profit), etc.
  • Motivated, flexible, team player and customer service oriented
  • Familiarity with budgeting
  • Must be able to work weekend and evening hours as needed
 

Required Experience, Qualifications & Education

  • 2-4 Years in traffic management
  • Bachelor’s degree or equivalent work experience
     
Preferred Experience, Qualifications & Education
  • Direct marketing experience a plus
  • Knowledge of Oracle and FileMaker a plus
  • Proofreading skills a plus

Equal Employment Opportunity

The Association of International Certified Professional Accountants is committed to creating a diverse environment and is proud to be an equal opportunity and affirmative action employer. All employment decisions are based on business needs without regard to race, color, ethnicity, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status or any other applicable legally protected status. All qualified candidates are encouraged to apply.

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