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. ESSENTIAL FUNCTIONS Print Production & Vendor Coordination 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. Project Management Support 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 details and assets needed to begin work. Help maintain visibility into department workload, competing deadlines, and upcoming resource needs. Research project management tools, processes, and best practices and recommend opportunities to improve efficiency, visibility, communication, and workflow. Support documentation and continuous improvement of department project management and production processes. Provide additional project coordination and administrative support to the Marketing & Creative Services team as needed. MINIMUM AND PREFERRED QUALIFICATIONS Bachelor's degree in marketing, communications, business, project management, or a related field preferred. 2–3 years of experience in marketing, project coordination, project management, print production, account coordination, or a related role. Agency experience strongly preferred. Experience working with commercial printers, signage vendors, production partners, or other external vendors is highly desirable. Familiarity with print production terminology, processes, specifications, proofs, and file requirements preferred. A continuous-improvement mindset and genuine curiosity about AI and emerging tools, with an interest in experimenting with new ways to improve efficiency, accuracy, and quality. Exceptional written and verbal communication skills, with the confidence and professionalism to communicate directly with clients, vendors, and internal stakeholders. Strong sense of urgency and a proactive approach to deadlines, follow-up, and problem solving. Excellent organizational skills and the ability to manage numerous projects, deadlines, vendors, and details simultaneously. Exceptional attention to detail and a natural inclination to double-check specifications, dates, quantities, addresses, files, and other critical project information. Strong judgment and problem-solving skills, particularly when timelines change or unexpected production and delivery issues arise. Proficiency with Microsoft Office applications. Experience using project management or work management platforms. Comfort using file-sharing and transfer platforms such as Dropbox, WeTransfer, or similar tools. Familiarity with Adobe Creative Suite and the ability to review or preflight production files is a plus but not required. Ability to occasionally travel locally to pick up or deliver project materials. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Etherio retains the right to change or assign other duties to this position. WORKPLACE LOCATION REQUIREMENTS This position is based in our Atlanta office. We operate as a Hybrid work environment, working as a combination of remote and in-office presence, as well as the possibility of being onsite at client and/or event locations. TRAVEL REQUIREMENTS Occasional travel for event site visits and onsite creative execution ~5%. SCHEDULING REQUIREMENTS Requires flexibility in scheduling, such as the ability to work evenings and weekends to meet client, event, or company needs. Flexible scheduling during peak event production periods. ESSENTIAL PHYSICAL FUNCTIONS AND WORK ENVIRONMENT The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. Must be able to remain either in a stationary sitting position for extended periods (such as when working in the office), while also being able to stand and/or move for extended periods (such as when executing events onsite). Need to lift, carry, push, or drag boxes or equipment up to 30 lbs. Frequently moves inside the office to access filing cabinets, office machinery, etc. Need to adapt and function in various physical settings (for example, conference centers, indoor and outdoor spaces). Occasionally required to position self in a stooping, kneeling, or crouching manner. Frequently communicates with others and must be able to exchange accurate information in these situations. Frequently uses computers and other electronic equipment. ABOUT ETHERIO At Etherio, we have a purpose that drives all we do: We create meaningful partnerships, experiences, and connections that fuel growth and accelerate success for our clients and those they impact. Every day, we deliver creative, customer-focused solutions for our corporate and association clients - one meeting, event, or membership experience at a time. We recognize that to deliver that experience for our clients, we have to deliver it for our own team members as well. Whether you work in one of our offices or virtually, we're committed to supporting your learning and growth by providing opportunities for partnerships, experiences and connections that will accelerate your own success. Together we live out our core values, celebrate each other’s wins, learn lessons from our failures, and pursue excellence together. Benefits include: Medical, dental, vision, and more. 401(k) with matching. Generous paid time off. Flexible and hybrid work schedules. Our approach has earned us many industry awards over our 30+ year history, including 18 consecutive years on the CMI 25 – North America’s Top 25 Meeting & Incentive Companies. Join us at Etherio and become part of a team where your work has purpose, your growth is championed, and your results are rewarded. If you're excited to help shape exceptional experiences and build lasting connections, we’d love to meet you. Etherio is committed to embracing diversity and inclusion in our hiring practices and in experiences as team members. Etherio is an equal opportunity employer. We believe that the most effective way to invite and retain a diverse workforce is to build an enduring culture of inclusion and belonging. The Firm does not discriminate in employment because of race, creed, national origin, religion, age, color, sex, marital status, sexual orientation, gender identity, disability, citizenship status or protected veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact [email protected] .