Novitex Presentation Coordinator in New York, New York

Position Exempt StatusNon-Exempt
Weekly Scheduled Hours18
Scheduled Shift1st Shift
Job Description

POSITION: Presentation Coordinator

LOCATION: Manhattan, NY

HOURS: 8AM-4PM M or F, 8AM-8PM Sat or Sun, (18hrs)

DURATION: Permanent - Part Time

PAY: 22/hr.

Job Description

Presentation Coordinator provides Services to The client, as per contract, in a timely and effective manner. Coordinate all aspects of function areas assigned. Supervise all activity to ensure customer satisfaction and compliance to contractual requirements. Prioritize work load assignments and work with staff as required. Balance workload, direct activities of the team and serve as a focal point for communication with customer. The Presentation Coordinators (PCs) will be available to The client end-users 24/7 to fulfill their presentation production needs. PCs are desktop publishing experts who are trained to help enhance all presentations with care and consideration from the intake of the job request through delivery to the jobs final destination.

Presentation Coordinators report to the Service Delivery Manager. Excellent interpersonal and communication skills are required. The incumbent must operate independently on a day-to-day basis, show resourcefulness, display excellent judgment, and recognize potentially sensitive issues. They must establish and maintain an excellent working relationship with clients, peers, and subordinates and maintain an environment of cooperation and support.

Job Description

Presentation Coordinator Workflow - The Presentation Coordinator Service workflow uses Six Sigma methodologies that promote efficiency and accuracy through simplicity.

Order Entry / Intake: A Presentation Coordinator initiates the production process by taking the requests from end-users delivered by phone or email. The Presentation Coordinators will determine immediately the due date and timeframe of the project, the chargeback information, the necessary document type / format and the size of the proposed project.

a. Review job request forms - review hardcopy forms and open emails. Quality checks to make sure all necessary information is provided on the job request form and resolve any discrepancies.

b. Create a physical job folder - job folder accompanies the project throughout the production lifecycle. All project documentation (job request forms, memos, emails, cover sheets, production tracking sheet, samples, proofs, and hardcopy originals) is placed in the job folder.

c. Assign the project a job tracking number.

d. Enter all project information into job tracking system - Vendor Software.

e. Identify if a proof is required or does the project go straight into production.

f. Provide an estimate to the client on when job can be completed and obtain written or verbal agreement from the client. Email agreed upon time to client. Enter agreed upon time into the job tracking system.

Customer Interface: PCs will collect the appropriate materials from your end-users, proofread the documents and make corrections as necessary. The PCs will work closely with end-users to communicate each of these corrections and will hand-deliver a proof of the edited presentation for approval when requested and possible. All of the following job related inquiries are handled and communicated by the Presentation Coordinator employee:

a. Project Specifications

b. Pricing

c. Scheduling - negotiate turnaround time & delivery requirement

d. Job Status

e. Change Management

f. Project discrepancy resolution

g. Billing / Reporting

Digital Print Production: Once this proof is approved, Presentation Coordinators will personally oversee or produce the production of materials which includes:

a. Production Scheduling - the Presentation Coordinator reviews, prioritizes and assigns projects to the production staff

i. Production requirements are reviewed and quality checked for accuracy, details and special instructions.

ii. Manage print queues - Production schedules are established based on current workload and project's delivery requirements.

iii. Manage supply of production materials - orders supplies if necessary.

iv. Assign staff and work with the site Team Lead to produce the project when necessary.

b. Pre-flight of electronic and hard copy files

i. Pre-Flight is the preparation of documents prior to release into production.

c. Send Job to Print Queue

i. An email shall be sent to the client when printing begins. The email shall indicate the job is in production and is on schedule.

ii. Load copiers with paper and toner and calibrate, if necessary.

iii. Update the job tracking system as necessary and required.

iv. Manually update impressions log after each job.

d. Inventory Management - The management of all inventories for materials required to provide the Presentation Coordinator Services is the responsibility of the Vendor.

i. Establish inventory levels.

ii. Order supplies when necessary.

iii. Implement physical inventory control.

e. Printing Equipment Maintenance

i. Calibrate equipment daily.

ii. Troubleshoot equipment problems and place service calls when needed.

f. Finishing

Most orders require some type of auxiliary finishing. The most common are binding, cutting, folding, drilling and shrink-wrapping. The following are steps the finishing staff should follow:

i. Refer to job request form prior to starting any finishing operation.

ii. A finished piece is produced and approved by Presentation Coordinator.

iii. The job tracking system is updated.

iv. The order is staged for a final quality control check.

v. The job tracking sheet is completed with all pertinent information.

vi. Upon the jobs completion, an auto-generated email shall be sent to client when job is marked complete in the job tracking system. Included in this email shall be a link to the satisfaction survey as well as name and contact information for Vendor Manager.

vii. All project materials are placed in the job folder and returned to the front office for processing.

viii. If hardcopy originals were involved they are placed with the finished product for return to the client. The finished product is moved to the packaging / delivery area.

g. Delivery

The Presentation Coordinator will then personally transport the materials to the appropriate destination.

i. The Presentation Coordinator will contact the appropriate client contact upon arrival at the delivery destination.

ii. The Presentation Coordinator will obtain a signature from the client or client's designee along with documented the delivery date and time.

  • Incumbent must be organized and able to multi-task, knowledgeable of reprographics, positive attitude, strong attention to details and able to display a friendly and cooperative attitude in a high stress environment.
  • Operation of Reprographics equipment, i.e., high volume printers/copiers
  • Operation of Reprographics finishing equipment, i.e., perfect binding, punchers, cutters and other binding equipment
  • Verifies color management and proofing process
  • Verifies accuracy of client request, before, during and after production
  • Significant walking and standing for long periods of time, able to lift up to 50 pounds, specific vision abilities required by this job include color vision
  • Provide assistance to administrative team and management as requested
  • Perform any and all duties as assigned by management to include; network digital print / reprographics services
  • Train employees on an as needed basis
  • Maintains a clean, organized work place
  • High School Diploma or equivalent (GED) required

Incumbent should be proficient in use of Windows OS, Microsoft Office Suite; Corel and/or Illustrator; PhotoShop, Quark Express, CorelDraw and scanning software. Incumbent should be able to type 55+ words per minute.


The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.


We are an Equal Opportunity Employer. All persons shall have the opportunity to be considered for employment without regard to their race, color, creed, religion, national origin, ancestry, citizenship status, age, disability, gender/sex, marital status, sexual orientation, gender identity, gender expression, veteran status, genetic information, or any other characteristic protected by applicable federal, state, or local laws.