Production Planning Specialist

Job Summary

The Production Planning Specialist develops cost estimates for print and mail projects and plans, schedules, and coordinates work through all production stages. The role also manages outsourced components to ensure quality, timelines, and cost efficiency. This position oversees inventory levels to maintain stock availability while minimizing waste, and builds strong vendor relationships to support sourcing, pricing, and service delivery.

The role supports production by applying technical expertise and best practices to ensure consistent, high-quality output. A strong understanding of digital, lithographic (offset), and large format production, along with knowledge of stock, materials and Canada Post standards, is required. Responsibilities include maintaining accurate job documentation and tracking all project details, as well as assessing files for production readiness and collaborating effectively with clients and vendors. The successful candidate demonstrates strong technical knowledge, problem-solving skills, and the ability to perform in a fast-paced environment.

Duties and Responsibilities

Cost Estimating for Routine & Complex Jobs
•    Prepare accurate, timely cost estimates for a wide range of print and mail projects.
•    Maintain and update estimating standards within the system.
•    Review and revise specifications for reprints or repeat work.
•    Analyze completed jobs to improve cost accuracy and future planning.

Production Planning & Outsourced Project Management
•    Plan and coordinate production workflows, including files, proofs, materials, and stock.
•    Monitor schedules, confirm specifications, and adjust as needed to meet quality, timelines, and budgets.
•    Liaise with vendors for pricing and recommend alternative production methods where appropriate.
•    Build and maintain vendor relationships to ensure service reliability and resolve issues.

File Inspection & Compliance
•    Review print-ready files for digital, lithographic (offset), and large format production.
•    Identify file issues and coordinate corrections with clients, vendors, or Creative Services.
•    Ensure files meet City brand standards and are production-ready.
•    Confirm colour expectations and output requirements are achievable.

Workflow Automation & Process Optimization
•    Apply understanding of print production workflows.
•    Identify inefficiencies and recommend improvements to enhance accuracy and turnaround times.
•    Support implementation of improved processes and best practices.

Inventory Management & Material Control
•    Monitor inventory of paper, substrates, consumables, and specialty materials.
•    Coordinate stock ordering to maintain availability while minimizing waste.
•    Track usage trends and adjust inventory levels based on demand.
•    Ensure proper storage and handling in line with operational and safety standards.

Strategic & Technical Support
•    Support variable data printing (VDP) requirements.
•    Recommend effective production methods aligned with timelines and budgets.
•    Advise clients on feasibility, materials, and production processes.
•    Resolve issues using sound judgement to maintain workflow continuity.
•    Provide guidance and support training of team members.
•    Perform other related duties as assigned.

Client & Team Collaboration
•    Provide accurate, timely information to clients and internal teams.
•    Guide staff on processes and best practices to ensure successful outcomes.
•    Collaborate with management and stakeholders to support operational objectives.

Skills and Qualifications

• Minimum post-secondary education (college or university), preferably in a Graphics Arts related program.
• Minimum 10 years of progressive, hands-on experience in the print industry, including digital, offset, bindery, and large format production and installation.
• Minimum 10 years of experience in job costing/estimating and applying various pricing structures.
• Extensive knowledge of stocks and substrates across all production streams, with the ability to align material selection to application and output requirements.
• Strong understanding of mailing operations, including Canada Post standards, requirements, and available solutions.
• Working knowledge of industry-standard MIS systems, preferably EFI platforms such as PrintSmith Vision.
• Knowledge of variable data printing (VDP) and its methodologies.
• Strong understanding of print production workflows and their integration with production equipment.
• Proven experience managing complex outsourced print and mailing projects, including sourcing specialty products and coordinating vendors.
• Strong leadership and interpersonal skills, with the ability to build effective relationships with staff, clients, and vendors.
• Excellent verbal and written communication skills, with the ability to engage diverse audiences.
• Demonstrated problem-solving, conflict resolution, and sound decision-making skills, with a focus on practical, win-win outcomes.
• Highly organized and self-motivated, with the ability to plan, prioritize, and manage multiple projects simultaneously.
• Strong attention to detail, with a commitment to accuracy and thorough documentation.
• Ability to effectively manage challenging situations with internal and external stakeholders.
• Proficiency in Microsoft Office Suite is required.
• Proficiency in graphic design and production tools, including Adobe Creative Suite, is an asset.
• Experience with preflight and imposition software is an asset.