Document Specialist - Tulsa, OK

Key Responsibilities

• Full-Spectrum Sourcing & Quoting: Manage the RFP process for diverse project types. You will solicit competitive quotes for standard commercial print (brochures, viewbooks, stationery) and large-format environmental graphics and custom installations.
• Commercial Print Oversight: Manage the production of traditional marketing collateral. This includes selecting the right paper stocks, supervising offset and digital runs, and ensuring finishing touches (folding, binding, die-cutting) meet brand standards.
• Aggressive Vendor Management: Act as the primary point of contact for a diverse roster of suppliers. You are responsible for holding vendors accountable to their initial quotes, lead times, and quality promises.
• End-to-End Project Oversight: Manage the full lifecycle of production, including material sourcing, reviewing digital and physical proofs, and coordinating complex on-campus installations.
• Proactive Problem Solving: Don’t wait for a delay to happen. You should be on the phone daily, tracking orders, verifying specs, and pre-emptively clearing roadblocks for both mail drops and site installs.
• Quality Control & Press Checks: Conduct on-site inspections for installations and press checks for critical print runs. If a color profile is off or a registration is fuzzy, you’re the one who catches it and demands a fix.
• Financial Integrity: Review and approve final invoices against original quotes. You ensure there are no "hidden fees" and that the project stays strictly within the approved budget.

Required Skills & Traits

• The "Pitbull" Mentality: You possess a fierce sense of urgency. You aren't afraid to pick up the phone and have tough conversations with suppliers to ensure our projects stay on track and on budget.
• Technical Print Expertise: Deep knowledge of offset and digital printing, ink-to-paper behavior, and finishing techniques, alongside an understanding of large-format substrates (vinyl, acrylic, dibond, etc.).
• Analytical Estimating: Ability to look at a project spec—whether it's a 32-page catalog or a wayfinding system—and know what it should cost. You negotiate from a position of technical knowledge.
• Logistics & Distribution Mastery: Ability to juggle dozens of concurrent projects, from coordinating mail-house deliveries to managing multi-day installation crews.
• Radical Transparency: You keep meticulous records and provide concise updates so stakeholders are never left wondering about a project’s status or spend.

Qualifications

• Exceptional proficiency in spoken and written English skills.
• 2–5 years of experience in print buying, production management, or signage installation.
• Extensive experience working with commercial printers and mail houses.
• Proven track record of managing external vendors and holding them to high standards.
• Ability to read floor plans, technical elevations, and complex print production specifications.
• Experience navigating the unique logistical challenges of a large-scale campus or corporate environment.

What We Offer

• Competitive compensation (hourly compensation and applicable overtime).
• Comprehensive benefits offerings (including medical, dental, vision, and life insurance).
• Retirement plan - 401k.
• Paid holidays, personal choice days and paid time off.
• A culture that offers flexibility and a healthy work-life balance.