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Workflow Coordinator - Freelance (poss Perm)

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Purpose of the role

The primary function of this role will be to assist the workflow coordinator – in managing the workflow and communication of creative projects through the studio, with a specific focus on immediate amendments, proofing and quality checking of the work produced by the creative team. You’ll be expected to support in the delivery of exceptional customer service, develop client relationships and ensure that all returned documents have been checked, are in line with the brand and QC’d fully.
You will need to have impeccable written and verbal communication skills, always combining absolute professionalism. You will have an expert understanding of design and print with the ability to interpret and communicate client briefs to the Studio team. As a highly organised, motivated and responsible individual with a keen eye for detail and good print and graphics production knowledge, you will act as one of the first points of contact prioritising the workflow of projects, ensuring 100% accuracy, and the on time delivery of each client request.
Key responsibilities

Quality
• Thoroughly proof-read and check against the client’s amendments for all design jobs
• Sharing the proof-reading with the senior workflow co-ordinator and print manager where necessary
• Ensuring a high level of quality output, eradicating reprints and minimising designer errors and misinterpretations
• Ensuring that all jobs once approved are thoroughly pre-pressed, then approved by workflow coordinator, creative lead or print buyer

Workflow
• Deal with client requests in a courteous and positive manner, even when under extreme stress
• Ensure a smooth job lifecycle in accordance with service level agreements
• Use studio workflow systems to ensure real-time monitoring of jobs
• Accurately record jobs in and out of the studio using the workflow process

Communication
• Ensuring that updates to jobs such as changing print specs are communicated to relevant team members
• Communicate effectively with external suppliers in all scheduling, briefing or delivery tasks

Design and amends
• Undertake artwork duties when workflow is quiet
• Fast accurate artworker and technical problem solver
• Undertake simple quick-turnaround edits as necessary

Operations
• Use of the central client email account to send and receive design jobs and amendments
• Manage the delivery of high-quality artwork and layouts within approved briefs, budgets and timescales
• Proactively record and manage own time to meet or exceed efficiency targets and chargeable hours
• Ensure effective handover to workflow co-ordinator during lunch breaks, absences and holidays
• Work alongside the workflow co-ordinator, communicating and sharing responsibilities where necessary
• Adhere to the studio workflow processes and best practice in all activities
• Ensure designers timesheets are up to date and correct
• Proof and QC all work before its returned to clients

People
• Advise design team on quality and house style, providing constructive feedback where necessary
• Build close working relationships with all colleagues, fostering a culture of excellence and communication
• Work with the team/print buyer to ensure all printed materials are delivered on time, on budget and on brief

Client
• Liaise with clients to achieve accurate and achievable deadlines, renegotiating where necessary
• Provide the first level of support for client queries, involving a designer or the workflow co-ordinator
• Maintain and develop strong relationships with all clients, using these to understand and manage their requirements
• Provide excellent and frequent communication with all clients, giving them the very best
customer experience
• Develop an excellent knowledge of the client’s brand, challenging off-brand products where appropriate

Finance and project management
• Work with the workflow co-ordinator and designers to ensure all projects are delivered on budget and on schedule
• Workflow co-ordinator and creative lead will project manage larger or more complex projects
• Have an understanding of the cost of design services to our clients and the need to demonstrate value for money
• Have an appreciation that many clients will have restricted budgets

Admin
• Be fully aware of all admin processes and support the team in keeping the studio efficient, tidy and accountable
• Keep electronic and print documentary evidence of all job amends, briefs, actions, versions and cost updates
• Archive old job sheets, emails and electronic files following relevant studio processes

Technical skills
• Good familiarity with Acrobat, Excel and Word
• Intermediate to expert level Adobe Creative Suite
• Understanding of print and print process

Personal attributes
• Demonstrate that they are proactive and self-motivated with the ability to work to tight deadlines and
under pressure
• Good interpersonal skills. Must be able to communicate clearly and confidently with colleagues and clients at all levels and negotiate firmly where appropriate
• Happy working as part of a highly interdependent team
• Comfortable in a corporate "City" environment (including the need to dress appropriately for a finance sector setting)
• A willingness to undertake overtime where this is required

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