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Print Production Coordinator

2 hours ago

Woodbridge, Ontario, Canada White House Graphics Inc. Full time

Position Summary:

The Print Production Coordinator & Estimator is responsible for working with the Production Manager in coordinating all stages of print production for packaging projects, from estimating and quoting through final delivery.

This role acts as the central liaison between sales, clients, suppliers, and internal production teams to ensure projects are accurately costed, efficiently scheduled, produced to specification, and delivered on time and within budget. The balance between Production Coordination and Estimating will vary from month to month.

Key Responsibilities – Production Coordination:


• Working with the Production Manager to coordinate end-to-end production of packaging print projects.


• Review job specifications, artwork, dielines, substrates, inks, coatings, and finishing requirements.


• Create, maintain, and update dockets and work with Production Manager to ensure all production requirements are scheduled accordingly.


• Consult with production departments (prepress, pressroom, diecutting, finishing, and shipping teams); and other key production staff, such as: Plant Management, Accounting, Quality, Sales, and Admin.


• Monitor production progress and proactively resolve issues.


• Ensure compliance with customer specifications, quality standards, and regulatory requirements.


• Coordinate proofs, samples, mockups, and approvals.


• Working with Production Manager to coordinate and manage vendor outsourcing when required (plates, dies, films, specialty finishing) and match final vendor invoices with purchases orders / packing slips.


• Support continuous improvement initiatives.


• Other production coordination duties as assigned and as the business evolves.

Key Responsibilities – Estimating / Job Costing:


• Prepare detailed and accurate cost estimates for packaging print projects (via ERP system).


• Analyze customer specifications and artwork to determine materials, press time, labor, and finishing.


• Calculate ink, substrates, plates, dies, tooling, make-ready, waste, and freight.


• Work with Sales and Plant Management to apply appropriate margins and pricing strategies.


• Work closely with sales to provide pricing options and value-engineered alternatives.


• Maintain estimating databases, equipment / pricing standards, and templates.


• Review historical job data to refine estimating accuracy.


• Main estimator for new / repeat customers and complex projects.


• Work with accounting to review client invoices (before accounting sends to client) for accuracy.


• Review and track current and completed job costing estimate vs actuals and report variances.


• Generating various reports as required.


• Other estimating and costing duties as assigned and as the business evolves.

Quality & Compliance Responsibilities:


• Ensure jobs meet internal quality standards and customer requirements.


• Assist team and participate with transition into SQF QMS system.


• Follow GMP, food packaging, pharmaceutical, or other regulated packaging requirements as applicable.


• Participate in quality audits and corrective action processes.


• Verify materials and processes meet sustainability or certification requirements (FSC, PEFC).

Communication & Collaboration:


• Work as a team and be one of the main internal contacts for assigned jobs.


• Communicate clearly with sales, customers, suppliers, production staff, and plant management.


• Participate in daily production meetings, pre- and post-job audits, and job costing reviews.


• Provide regular status updates and resolve customer inquiries.

Technical Skills & Knowledge:


• Strong understanding of printing processes (offset, packaging, folding carton).


• Knowledge of packaging materials and structures.


• Familiarity with prepress workflows, colour management, press, diecutting, and finishing.


• Ability to read and interpret technical drawings and dielines.


• Proficiency with MIS/ERP systems, Excel, and estimating software.


• Strong understanding of SQF.

Required Qualifications:


• 3+ years' experience in print estimating and production coordination (must have).


• Diploma or degree in Printing Technology, Graphic Arts, Packaging, or related field (nice to have).


• Strong mathematical and analytical skills.


• Excellent organizational and time-management abilities.


• Superior focus and attention to details and accurately presenting data.


• Ability to communicate with all levels clearly and effectively in the business (internally & externally).


• Experience in packaging manufacturing environments.


• Knowledge of Lean Manufacturing or continuous improvement.


• Experience with cost accounting or margin analysis.


• Experience with SQF production environment.

Working Conditions:


• Office and production floor environment.


• May require occasional overtime to meet production deadlines.


• Interaction with machinery and manufacturing processes.

Key Performance Indicators (KPIs):


• Estimating accuracy.


• On-time job delivery.


• Cost variance control.


• Customer satisfaction.


• Production efficiency improvements.