Support the Print Production Managers and Producers with day-to-day project tracking, scheduling, and progress updates across multiple print and packaging initiatives.
Assist in preparing and distributing bids from vendors, ensuring specifications are clearly defined and timelines are achievable.
Gather, review, and compare vendor estimates to confirm accuracy, material alignment, and compliance with project requirements. Work closely with internal stakeholders to pursue estimate approvals and maintain cost transparency throughout the process.
Build and maintain project estimates, budgets, and cost trackers, ensuring all financial information is accurate and up to date.
Manage purchase orders, invoices, production service agreements, talent contracts, production insurance COIs, and billing documentation to ensure timely and accurate processing.
Maintain and regularly update production process documentation, training guides, completion reports and workflow reference materials to ensure consistency and knowledge sharing across the Creative Services team.
Maintain organized production files and vendor records for easy reference and auditing.
Coordinate all messengers, couriers, and local shipping, including shipping documentation, tracking and related paperwork.
Assist the producers with booking crew, equipment rentals and serve as a production assistant on-set for in-house projects.
Requirements
1–2 years of administrative experience, preferably in a creative agency setting.
Strong attention to detail with excellent organizational and time management skills.
Proficiency with Microsoft Office (Excel, Word, Outlook) and/or Google Workspace; familiarity with project management software (e.g., Asana, Wrike, Workfront) a plus.
Foundational understanding of print production processes, including materials, finishes, and file preparation would be advantageous.
Excellent communication and interpersonal skills, with the ability to work cross-functionally.
Basic understanding of budgeting, invoicing, and vendor management.
Collaborative team player with a proactive and service-oriented mindset.
Able to multitask and manage competing priorities in a deadline-driven environment.
Curious learner who seeks to understand the technical and creative aspects of print production.
Additional Instructions
Support the Print Production Managers and Producers with day-to-day project tracking, scheduling, and progress updates across multiple print and packaging initiatives.
Assist in preparing and distributing bids from vendors, ensuring specifications are clearly defined and timelines are achievable.
Gather, review, and compare vendor estimates to confirm accuracy, material alignment, and compliance with project requirements. Work closely with internal stakeholders to pursue estimate approvals and maintain cost transparency throughout the process.
Build and maintain project estimates, budgets, and cost trackers, ensuring all financial information is accurate and up to date.
Manage purchase orders, invoices, production service agreements, talent contracts, production insurance COIs, and billing documentation to ensure timely and accurate processing.
Maintain and regularly update production process documentation, training guides, completion reports and workflow reference materials to ensure consistency and knowledge sharing across the Creative Services team.
Maintain organized production files and vendor records for easy reference and auditing.
Coordinate all messengers, couriers, and local shipping, including shipping documentation, tracking and related paperwork.
Assist the producers with booking crew, equipment rentals and serve as a production assistant on-set for in-house projects.
Perks and Benefits
Thriving Wellness Community: Access to top-notch medical coverage comprehensive vision and dental plans, and a 401k with match eligibility to secure your financial future and including:
24/7 online physician consultations
virtual mental health resources
life coaching
engaging employee community groups
cash rewards for healthy habits and fitness reimbursements
library of on-demand fitness videos
Career Advancement Opportunities: Unlock your potential with clear paths for career progression and internal mobility across our diverse family of brands and business units.
Focused Learning and Development: Grow as a leader with our dedicated Learning and Organizational Development department, offering extensive resources like People Manager and leadership training, webinars, and eLearning courses.
Empowering Mentorship Program: Connect with colleagues through our company-wide mentorship program to share goals, overcome challenges, and drive your career forward.
Continuous Improvement Training: Participate in training that empowers all employees to learn and implement concepts that drive significant, positive change in the workplace.
Building a Healthy Society: To date, our co-Founders Lynda and Stewart Resnick, through their foundations and The Wonderful Company, have invested more than $2.5 billion in education, health and wellness, community development, and sustainability initiatives across California’s Central Valley, Fiji, and the world.
