Production Manager - Publishing Job at Colonial Williamsburg Foundation in Willi

Who We Are

Founded in 1926, the Colonial Williamsburg Foundation is a private, not-for-profit educational, historic, and cultural institution that owns and operates one of the largest and best-known museum complexes in the world. Our mission is “that the future may learn from the past” through preserving and restoring 18th-century Williamsburg, Virginia’s colonial capital. We engage, inform, and inspire people to learn about this historic capital, the events that occurred here, and the diverse peoples who helped shape a new nation.

Today, Colonial Williamsburg is the largest living history museum in the U.S. The Historic Area is the 301‑acre restored colonial capital with 89 original buildings and 525 buildings reconstructed to how they appeared in the 18th century through extensive archaeological, architectural, and documentary research. The Historic Area is staffed by highly trained, historically‑dressed interpreters and expert tradespeople who bring the 18th century to life. The Foundation also owns and operates two world‑class museums, the DeWitt Wallace Decorative Arts Museum, and the Abby Aldrich Rockefeller Folk Art Museum, the Bob and Marion Wilson Teacher Institute, and a renowned research library, the John D Rockefeller Jr Library. Additionally, Colonial Williamsburg is home to five world‑class accommodations at the Williamsburg Inn, Williamsburg Lodge Autograph Collection, the Griffin Hotel, the Williamsburg Woodlands Hotels and Suites, and the unique Colonial Houses in the Historical Area. Visitors may also indulge in food and drink at our many on‑site restaurants and taverns that blend a historically inspired dining experience with today’s evolved tastes. Each year over 5 million people visit Williamsburg and another 20 million engage with us digitally.

About The Position

The Production Manager oversees the end‑to‑end print production process for magazines and books, ensuring all materials are prepared and delivered on time to commercial printing partners. This role collaborates closely with editors, designers, and external clients to manage production timelines, integrate special design and print specifications, and resolve workflow issues. The Production Manager maintains graphic assets, provides non‑editorial support to editorial staff, and offers occasional design assistance. Additionally, this role manages vendor relationships, researches new printing technologies and vendors, and keeps stakeholders informed throughout the production cycle.

Main Duties

• Develop production timelines, milestone dates, and work break‑down structures based on printer deadlines and desired distribution dates.
• Lead progress tracking across all production channels in coordination with the Creative Director and Editorial Manager.
• Schedule and facilitate weekly publications and book status meetings; coordinate Group Proofs.
• Analyze and resolve production issues; propose solutions for approval.
• Create and maintain page templates for books, magazines, and other department publications.
• Assist with proofing and color checks.
• Prepare and upload individual page PDFs for press pre‑flight, ensuring accuracy and proper formatting.
• Monitor content changes throughout the production process.
• Serve as a primary liaison with commercial printers; manage RFPs for new books, reprints, and contracts.
• Attend press checks to ensure print quality, color accuracy, and content integrity.
• Generate print orders for each issue, ensuring accurate quantities and specifications.
• Transmit content and images for contract color proofing and ensure timely delivery of advertisements and inserts.
• Verify mail labels and gather mailing lists for printer transmittal.
• Act as advertising representative for the department; coordinate with internal and external advertisers.
• Review advertiser files for correct format and specifications.
• Update stakeholders and collaborators on production status and timelines.
• Audit magazine copy needs for departments and fulfill internal copy requests.
• Track, project and verify costs related to printing, manufacturing, shipping and postage.
• Process invoices and submit budget projections for printing.
• Maintain book inventory in QuickBooks and manage incoming book orders using Web TMA.
• Coordinate with vendors and internal teams on book purchasing and reprint quantities.
• Submit USPS Statement of Ownership and maintain monthly sales and financial reports.
• Provide non‑editorial administrative support to editors and associates.
• Offer technical guidance on production tools and processes.
• Perform other duties as assigned.

Required Education and Experience

• Bachelor’s degree or equivalent education, experience, and training.
• Minimum 5+ years in a production related role.
• Previous experience managing and tracking budgets.

Preferred Qualifications

• Experience with Workday.
• Experience setting up templates and working with text in InDesign.

Key Skills / Competencies

• Adobe Creative Suite: InDesign, Photoshop, Acrobat.
• Microsoft Office Suite: Word, Outlook, Excel, PowerPoint.
• QuickBooks.
• Problem‑solving, team player, strong communicator.

Budget Responsibilities

• Tracking the print production budget.
• Tracking the book production budget (done through CERs).
• Track advertising revenues and book sale figures/inventory.
• Print Production budget (roughly $450,000).
• Book Production budget (done through CERs and gift money, can be from $30,000‑$80,000 projects).

Physical and Environmental Demands

• Prolonged periods of sitting at a desk to work on a computer.
• Standing and walking occasionally.
• Reaching with hands/arms occasionally.
• Holding, grasping, turning or otherwise working with the hand(s) often.
• Touching, picking, pinching or otherwise working primarily with fingers often.
• Occasionally lifting up to 25 lbs.

Typical Work Schedule

Monday - Friday 9 am-5 pm.

Seniority level

• Mid‑Senior level

Employment type

• Full‑time

Job function

• Marketing, Public Relations, and Writing/Editing

Industries

• Museums, Historical Sites, and Zoos