Production Systems Manager

Career Category: Production

Reports To: Director of Production

Hours: Monday – Friday, 8:00am to 4:30pm

Compensation: $68,000 – $78,000

The Production Systems Manager plays a critical, high-level support role within the Production Department by managing materials procurement, vendor relationships, and the systems and documentation that support operational success. This role serves as the administrative lead for the department documentation and associated SOPs, ensuring that documentation remains current, accessible, and actionable. The Production Systems Manager also oversees inventory reporting and digital systems integration, acting as a key resource to the Director of Production in maintaining process consistency, data accuracy, and cross-departmental alignment.

The Mailworks is a woman owned family business specializing in the creation and distribution of direct mail campaigns for a nation-wide customer base. The Mailworks operates 24 hours a day, usually 6 days a week. The team of 90+ employees range from executives, marketing Managers, designers, developers, and production workers. 

Supervisory Responsibilities: None

Duties:

PROCUREMENT & VENDOR MANAGEMENT

• Follow all Standard Operating Procedures (SOPs) and serve as a key contributor to The Mailworks Knowledge Base, maintaining accuracy and relevance within all dedicated procurement documentation.
• Host the Monthly Inventory Meeting with the VP of Client Services, Director of Client Enablement, and Director of Production to assess upcoming Client Services needs and plan orders.
• Manage the full procurement lifecycle, including purchasing of materials, consumables, and supplies based on approved forecasts and inventory thresholds.
• Serve as primary liaison to all print and supply vendors, ensuring timely delivery, quality standards, and cost efficiency.
• Execute the full PO process from generation through closure and reconciliation, working closely with Accounting.
• Lead vendor negotiations in collaboration with company leadership and monitor vendor performance.
• Resolve invoice or supply-related discrepancies and maintain strong vendor partnerships.
• Maintain strong, proactive relationships with vendors; lead the biannual vendor negotiation process in collaboration with the Controller, VP of Client Services and Director of Production.

INVENTORY & MATERIALS OVERSIGHT  

• Collaborate with the Production Support Supervisor to ensure physical inventory counts are conducted accurately and on schedule by the Warehouse Coordinator.
• Maintain accurate digital inventory records using in-house software systems; audit and align physical inventory with digital logs.
• Generate and review operational usage reports, including Trucking and IHD reports.
• Analyze inventory trends, anticipate future needs, and escalate risks or changes to leadership.
• Oversee physical inventory coordination with Warehouse and Production Support teams.
• Manage stamp inventory and recycling processes in accordance with SOPs and USPS standards.
• Maintain the ongoing Issue Tracker to ensure accurate costs and inventory alignment. 
• Coordinate recycling activities with internal teams and external vendors, maintaining related SOPs for trailer loading, verification, and returns.

PRODUCTION PROCESS DOCUMENTATION & SOP MANAGEMENT 

• Serve as a contributor to The Mailworks Knowledge Base, maintaining current and accurate production documentation and submitting updates as processes evolve.
• Collaborate with the Director of Production to integrate changes and ensure documentation remains current and fully reflective of on-floor operations.
• Ensure SOPs across production-related departments are consistent, up-to-date, and followed.
• Support onboarding and internal training initiatives by maintaining accurate procedural documentation.
• Develop, submit, and maintain SOPs to support ongoing improvement initiatives

SYSTEMS INTEGRATION & ADMINISTRATIVE SUPPORT 

• Manage and support the use of production-related systems (Joii, JMP, Smartsheet, Asana, Gitbook, GoogleDrive) as they relate to inventory, materials, and reporting.
• Proactively adopt AI and emerging tools, identifying opportunities to modernize production-related systems and workflows.
• Participate in system testing, documentation development, and enhancement feedback.

CROSS-DEPARTMENTAL COORDINATION & OPERATIONAL CONTINUITY 

• 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; regularly monitor Production Builder to maintain working proficiency in job exporting, order intake, and prepress workflow..
• 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.

Other Duties:

This job description is intended to provide a general overview of the position and does not encompass all tasks or responsibilities that may be required. Additional duties may be assigned and current ones may be changed to meet the needs of the organization as this role evolves.

Required Skills/Abilities:

• 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; The Mailworks Knowledge Base is housed in Gitbook and this role contributes to its maintenance
• 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

Success Indicators

• Inventory levels remain consistent and within established thresholds, supported by proactive planning and timely ordering.
• Procurement is managed proactively, with orders placed on schedule to secure favorable pricing and avoid rush premiums.
• Vendor relationships are strong, reliable, and built on consistent communication and follow-through.
• Pricing is met and savings are realized through disciplined purchasing and the annual vendor review process.
• All documentation and SOPs are current, accurate, and actively used by leadership and the production team.
• Inventory data and any reporting responsibilities owned by this role are accurate and consistently delivered on time.
• Systems and documentation support consistent team onboarding and reduce reliance on tribal knowledge.
• This role operates with full ownership and accountability; leadership is not required to monitor deadlines, follow up on open items, or intervene in routine procurement decisions.

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