Print Shop Assistant Jobs in Madison, WI (NOW HIRING)

Description

We are seeking a detail-oriented and proactive Account Specialist to provide administrative and operational support to our Account Management team. In this role, you will serve as a crucial bridge between our clients, account managers, and production floor. You will be responsible for streamlining day-to-day account operations, maintaining quality assurance standards, managing promotional inventory, and collaborating on the physical prototyping of new products. The Account Specialist reports to the Account Management team leadership and partners closely with Account Managers, Design, Production, and Operations teams to support successful client program execution. Success in this role is measured through order accuracy, inventory accuracy, quality assurance compliance, project support effectiveness, and responsiveness to internal and external stakeholders. If you have a sharp eye for detail, a background in print production or admin support, and a passion for bringing creative physical products to life, we want to hear from you. 

Duties and Responsibilities:

• Provide day-to-day administrative assistance to Account Managers, including tracking order statuses, managing schedules, and updating client databases.
• Prepare client-facing documents, estimates, and project briefs.
• Respond to routine client inquiries and provide status updates under the guidance of Account Managers.
• Coordinate cross-departmental communication between sales, design, and production teams to ensure project alignment.
• Conduct rigorous pre-press and post-print quality checks to ensure all deliverables match client specifications, brand guidelines, and high-production standards.
• Flag discrepancies in color, layout, materials, or finishing, and coordinate necessary revisions with the production team before final distribution.
• Maintain logs and documentation for quality assurance issues to identify areas for operational improvement.
• Manage regular inventory audits and inspections of promotional kits, marketing materials, and sample libraries.
• Reconcile physical inventory counts with digital records, ensuring accuracy and availability of promo items.
• Assist the product development and account management teams in sourcing, assembling, and testing physical prototypes for new print and promotional items.
• Document feedback during the prototyping phase regarding durability, materials, cost-effectiveness, and aesthetic appeal.
• Identify opportunities to improve workflow efficiency, inventory accuracy, quality assurance processes, and production coordination.
• Organize and maintain a library of prototype samples, mock-ups, and material swatches.

Requirements

Education and Experience:

• 1-3 years of experience in an administrative support role, preferably within a print shop, commercial printing environment, marketing agency, or promotional products industry.
• Associate or bachelor's degree in business administration, Communications, Marketing, Graphic Design, or a related field preferred.
• Experience supporting retail, convenience store (C-store), franchise, or multi-location environments preferred.
• Experience utilizing CRM, ERP, inventory management, or project tracking systems preferred.

Qualifications, Skills Abilities and Competencies:

• Proficiency in Microsoft Office Suite (Excel, Word) and Google Workspace; familiarity with Adobe Creative Suite or print MIS software is a bonus.
• Exceptional organizational skills with a meticulous eye for detail, particularly regarding color matching, typography, and material quality.
• Strong written and verbal communication skills to effectively collaborate with internal teams and external vendors.
• Ability to multitask in a fast-paced environment, troubleshoot minor production issues, and adapt to changing project priorities

Physical demands:

Ability to travel occasionally within the United States as needed.

Frequent use of computers, keyboards, and monitors.

Ability to remain seated for extended periods.

Ability to lift and carry up to 35 pounds.

Ability to assemble promotional kits, inventory materials, and sample products.

Ability to inspect printed materials for quality, color accuracy, and finishing details.

Ability to communicate effectively in person, virtually, and by telephone.