Production Coordinator

About the Role

Marquand Books and I/O Color are hiring a full-time, entry-level Production Coordinator. This is a full-time position based in Seattle, WA, requiring three days per week on site. The Production Coordinator provides administrative and coordination support to the Production and Administration teams throughout the print production process, from RFQ and preliminary budget preparation through final shipping and billing. Reporting to the Head of Production and working closely with the Senior Production Manager, this role assists with tracking project schedules, specifications, proofs, and data, and helps keep communications flowing smoothly between clients, printers, and internal team members. The Production Coordinator also supports the President + Creative Director by helping track budgets, projects, proposals, and contracts, and helps maintain accurate, up-to-date project records in Smartsheet and internal budget/billing systems, supporting the entire team's ability to deliver projects on time and on budget.

Core Duties and Responsibilities

Administration (40%)

• Assists in project managing RFQs and preliminary budgets alongside the Administration and Production teams, tracking progress and providing updates, reports, and data entry for Production and Administration team review.
• Supports the President + Creative Director in managing the workflow from initial client conversations through proposals and contracts.
• Loads and maintains project data in project management software, including schedules, client and printer information, specifications, shipping instructions, print runs, team assignments, deadlines, and resources.
• Tracks project costs against budget throughout the project, flagging changes for client approval and keeping internal billing sheets and printer budgets current.
• Assists final billing review, recording cost changes and other project expenses.
• Supports broader business operations as needed, including client data management, historic title records, website updates, and book inventory.

Production (60%)

• Supports the Head of Production and Senior Production Manager across the full project lifecycle, from intake through final shipping, including ordering dummy books, coordinating press tests, and keeping the team informed of project status and deadlines.
• Helps manage the color proofing process: route proofs for review, track schedules, and works with clients to explain our proofing process and needs.
• Issues and maintains purchase orders to printers with final specifications, print run, and shipping details. Keeps POs up-to-date during the project.
• Handles initial intake of project image files, creating folder structures and ensuring images are ready for review; support image management throughout the project.
• Supports project and title archiving for Marquand Books and I/O Color, in partnership with the Assistant Editor and Production Manager.
• Reviews project content for printer compliance with the Assistant Editor.
• Helps maintain rigorous quality control procedures across all stages of production.

Minimum Qualifications

• High school diploma or equivalent, plus some experience in a related support, customer service, or project coordination role.
• Passion for the arts and a curiosity to learn about production techniques, publishing, and administration.
• Excellent organizational and time management skills, with the ability to manage multiple simultaneous tasks and deadlines.
• High attention to detail and strong written and verbal communication skills.
• Ability to take direction and ask questions to support independent work and growth.
• Adaptability to changing needs in a fast-paced publishing environment.
• Proficiency in Excel or Google Sheets, and general comfort with office software (MS Office, Google Suite).
• Comfortable working with numbers and formulas and genuinely enjoy detail and accuracy.
• Ability to occasionally lift up to 25 lbs (e.g., dummy books, print samples).

Preferred Qualifications

• College degree in English, journalism, communications, publishing, graphic design, or a related field—or equivalent industry experience in print production, prepress, bookmaking, or creative project management.
• Coursework or a certificate in publishing, print production, or editing.
• Working familiarity with Adobe Creative Suite, especially InDesign, Acrobat, and Photoshop.
• Experience with project management software such as Smartsheet, FileMaker, or Airtable.

Pay & Benefits

• Starting salary range: $46,000.00–$48,000.00 annually
• Medical, dental, and vision insurance
• Retirement matching
• iPhone
• Bus pass
• Generous paid time off (holiday and vacation)
• Hybrid work environment (three days per week on site in Seattle, WA)