Document Specialist - Tulsa, OK

Key Responsibilities

• Manage the RFP process for diverse project types.
• Solicit competitive quotes for standard commercial print (brochures, viewbooks, stationery) and large-format environmental graphics and custom installations.
• Manage the production of traditional marketing collateral, including selecting the right paper stocks, supervising offset and digital runs, and ensuring finishing touches meet brand standards.
• Act as the primary point of contact for a diverse roster of suppliers, holding vendors accountable to their initial quotes, lead times, and quality promises.
• Manage the full lifecycle of production, including material sourcing, reviewing digital and physical proofs, and coordinating complex on-campus installations.
• Proactively solve problems by being on the phone daily, tracking orders, verifying specs, and preemptively clearing roadblocks for both mail drops and site installs.
• Conduct on-site inspections for installations and press checks for critical print runs, ensuring color profiles and registrations are correct.
• Review and approve final invoices against original quotes, ensuring there are no hidden fees and the project stays strictly within the approved budget.

Required Skills & Traits

• The "Pitbull" Mentality: A fierce sense of urgency, willing to have tough conversations with suppliers to ensure projects stay on track and on budget.
• Technical Print Expertise: Deep knowledge of offset and digital printing, ink-to-paper behavior, and finishing techniques, along with an understanding of large-format substrates.
• Analytical Estimating: Ability to estimate costs based on project specs, negotiating from a position of technical knowledge.
• Logistics & Distribution Mastery: Ability to manage multiple projects simultaneously, from coordinating mail-house deliveries to managing installation crews.
• Radical Transparency: Keeping detailed records and providing clear updates to stakeholders to maintain transparency.

Qualifications

• Exceptional proficiency in spoken and written English.
• 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.