Overview
Responsible for managing purchasing, material sourcing, and vendor coordination for print and direct mail operations, with a primary focus on the Direct Mail facility. This position also serves as a required overflow estimator, supporting estimating capacity during peak periods, large proposals, and team absences. The role ensures material availability, cost accuracy, vendor accountability, and margin protection by acting as a central bridge between Operations, Estimating, Accounting, Sales, and external vendors. Responsibilities
Purchasing & Vendor Management: Manage purchasing activities for paper, envelopes, ink, and other print-related materials to support daily production and future demand. Procurement & POs: Issue purchase orders for materials and job-related expenses, including backup support for job-related PO creation. Vendor Relationships: Serve as the primary point of contact for material vendors regarding pricing, availability, delivery performance, shortages, and substitutions. Vendor Issue Resolution: Resolve vendor issues, including damaged materials, paper returns, and vendor credits, in coordination with Accounting. Alternate Materials: Identify and source alternative paper stocks or materials when standard options are unavailable or constrained. Cost & Supply Assurance: Maintain strong vendor relationships to support pricing consistency, supply reliability, and issue resolution. Estimating Support: Act as an overflow estimator during peak workload periods, large proposals, and when estimating staff are unavailable. Estimating Back-Up: Support and back up the estimating team throughout the year as business needs dictate. Estimating Standards: Maintain and review estimating standards, including equipment rates, labor assumptions, and material costing. Collaboration with Ops & Sales: Partner with Operations and Sales to ensure estimates reflect current production capabilities, material pricing, and margin expectations. Systems Administration: Act as a system administrator for ERP, estimating, and purchasing systems used by the organization, including: Setup and maintenance of raw material item numbers Vendor setup and management Maintenance of pricing, standards, and cost tables Ensure data accuracy, consistency, and integrity across estimating, purchasing, and accounting workflows Partner with Accounting, IT, and Operations during system changes, upgrades, or platform transitions Inventory, Compliance & Reporting
Oversee periodic state and local compliance reporting requirements. Support material inventory management in coordination with warehouse and operations teams. Oversee FSC paper tracking requirements and support annual FSC reporting and audits in collaboration with Accounting. Ensure purchasing practices align with internal controls, compliance requirements, and sustainability commitments. Support month-end and annual reporting related to materials, purchasing activity, and cost performance. Coordinate with internal operations and regulatory agencies to support the timely submission of required compliance filings and respond to inquiries or audits as needed. Cross-Functional Collaboration
Work closely with Accounting to support accurate PO processing, vendor reconciliation, and cost tracking. Partner with Operations leadership to align purchasing decisions with production schedules and capacity planning. Support Sales and Account Management by providing timely and accurate cost information during proposal development. Serve as a subject-matter expert on print materials, sourcing strategies, and pricing trends. Other duties may be assigned at management’s discretion. Physical Demands
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regularly required to sit; use hands to finger, handle, or feel; and talk or hear. Occasionally required to stand and walk. Occasionally lift and/or move up to 25 pounds. Qualifications
The requirements listed below are representative of the knowledge, skill, and/or ability required. 7–10+ years of experience in print, direct mail, or manufacturing environments with significant purchasing responsibility. Hands-on experience with print materials including paper, envelopes, ink, and related consumables. Demonstrated estimating experience and ability to support overflow or complex estimating needs. Experience working within ERP, estimating, and purchasing systems. Strong vendor management, negotiation, and problem-solving skills. High attention to detail with a strong understanding of cost drivers and margin protection. Ability to operate effectively in a blended role with shifting priorities. Ability to deal with problems involving several concrete variables in standardized situations.
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Responsible for managing purchasing, material sourcing, and vendor coordination for print and direct mail operations, with a primary focus on the Direct Mail facility. This position also serves as a required overflow estimator, supporting estimating capacity during peak periods, large proposals, and team absences. The role ensures material availability, cost accuracy, vendor accountability, and margin protection by acting as a central bridge between Operations, Estimating, Accounting, Sales, and external vendors. Responsibilities
Purchasing & Vendor Management: Manage purchasing activities for paper, envelopes, ink, and other print-related materials to support daily production and future demand. Procurement & POs: Issue purchase orders for materials and job-related expenses, including backup support for job-related PO creation. Vendor Relationships: Serve as the primary point of contact for material vendors regarding pricing, availability, delivery performance, shortages, and substitutions. Vendor Issue Resolution: Resolve vendor issues, including damaged materials, paper returns, and vendor credits, in coordination with Accounting. Alternate Materials: Identify and source alternative paper stocks or materials when standard options are unavailable or constrained. Cost & Supply Assurance: Maintain strong vendor relationships to support pricing consistency, supply reliability, and issue resolution. Estimating Support: Act as an overflow estimator during peak workload periods, large proposals, and when estimating staff are unavailable. Estimating Back-Up: Support and back up the estimating team throughout the year as business needs dictate. Estimating Standards: Maintain and review estimating standards, including equipment rates, labor assumptions, and material costing. Collaboration with Ops & Sales: Partner with Operations and Sales to ensure estimates reflect current production capabilities, material pricing, and margin expectations. Systems Administration: Act as a system administrator for ERP, estimating, and purchasing systems used by the organization, including: Setup and maintenance of raw material item numbers Vendor setup and management Maintenance of pricing, standards, and cost tables Ensure data accuracy, consistency, and integrity across estimating, purchasing, and accounting workflows Partner with Accounting, IT, and Operations during system changes, upgrades, or platform transitions Inventory, Compliance & Reporting
Oversee periodic state and local compliance reporting requirements. Support material inventory management in coordination with warehouse and operations teams. Oversee FSC paper tracking requirements and support annual FSC reporting and audits in collaboration with Accounting. Ensure purchasing practices align with internal controls, compliance requirements, and sustainability commitments. Support month-end and annual reporting related to materials, purchasing activity, and cost performance. Coordinate with internal operations and regulatory agencies to support the timely submission of required compliance filings and respond to inquiries or audits as needed. Cross-Functional Collaboration
Work closely with Accounting to support accurate PO processing, vendor reconciliation, and cost tracking. Partner with Operations leadership to align purchasing decisions with production schedules and capacity planning. Support Sales and Account Management by providing timely and accurate cost information during proposal development. Serve as a subject-matter expert on print materials, sourcing strategies, and pricing trends. Other duties may be assigned at management’s discretion. Physical Demands
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regularly required to sit; use hands to finger, handle, or feel; and talk or hear. Occasionally required to stand and walk. Occasionally lift and/or move up to 25 pounds. Qualifications
The requirements listed below are representative of the knowledge, skill, and/or ability required. 7–10+ years of experience in print, direct mail, or manufacturing environments with significant purchasing responsibility. Hands-on experience with print materials including paper, envelopes, ink, and related consumables. Demonstrated estimating experience and ability to support overflow or complex estimating needs. Experience working within ERP, estimating, and purchasing systems. Strong vendor management, negotiation, and problem-solving skills. High attention to detail with a strong understanding of cost drivers and margin protection. Ability to operate effectively in a blended role with shifting priorities. Ability to deal with problems involving several concrete variables in standardized situations.
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