Production Systems Manager

• Manage materials procurement, vendor relationships, and the systems and documentation that support operational success
• Serve as the administrative lead for department documentation and associated SOPs
• Oversee inventory reporting and digital systems integration
• Follow all Standard Operating Procedures (SOPs) and serve as a key contributor to The Mailworks Knowledge Base
• Host the Monthly Inventory Meeting with the VP of Client Services, Director of Client Enablement, and Director of Production
• Manage the full procurement lifecycle
• Serve as primary liaison to all print and supply vendors
• Execute the full PO process from generation through closure and reconciliation
• Lead vendor negotiations in collaboration with company leadership and monitor vendor performance
• Resolve invoice or supply-related discrepancies
• Maintain strong, proactive relationships with vendors
• lead the biannual vendor negotiation process
• Collaborate with the Production Support Supervisor to ensure physical inventory counts are conducted accurately and on schedule
• Maintain accurate digital inventory records
• Generate and review operational usage reports
• Analyze inventory trends
• Oversee physical inventory coordination
• Manage stamp inventory and recycling processes
• Maintain the ongoing Issue Tracker
• Coordinate recycling activities with internal teams and external vendors
• Serve as a contributor to The Mailworks Knowledge Base
• Collaborate with the Director of Production to integrate changes and ensure documentation remains current
• Ensure SOPs across production-related departments are consistent
• Support onboarding and internal training initiatives
• Develop, submit, and maintain SOPs
• Manage and support the use of production-related systems
• Proactively adopt AI and emerging tools
• Participate in system testing, documentation development, and enhancement feedback
• Attend Production L10 meetings and contribute to Rocks, issues, and planning discussions
• Provide leadership continuity during team PTO and scheduled outages
• Serve as the designated backup to the Prepress Workflow Manager
• Identify opportunities for operational efficiency and propose system/process improvements
• Act as a point of stability and reference for team members navigating new systems or workflows

• Exhibits company core values – FLASH'D (Forward Thinking, Loyal, Accountable, Solutions Focused, Helpful, Dynamic)
• Proven experience in procurement or supply chain management, preferably within a print or manufacturing environment
• High proficiency in Microsoft Excel
• able to generate reports, build formulas, and analyze usage trends
• Proficient in Google Workspace (Gmail, Drive, Docs, Sheets)
• able to organize, share, and collaborate within a cloud-based environment without support
• Working knowledge of Smartsheet, Asana, and Claude
• comfortable navigating project-based tools, understanding task hierarchy (parent tasks, subtasks, dependencies), and adapting quickly to new platforms
• Familiar with Gitbook or similar knowledge base platforms
• Forward-thinking approach to technology
• willing to learn, adopt, and champion new tools including AI as the company evolves
• Excellent communication and negotiation skills for interacting with vendors and internal stakeholders
• Ability to work independently, manage priorities, and meet deadlines without close supervision
• Meticulous attention to detail and a proactive approach to resolving discrepancies or inefficiencies
• Strong documentation and SOP development skills
• Experience with systems-based inventory and procurement platforms preferred

Experience with systems-based inventory and procurement platforms