Print & Mailing Project Manager/Program Lead

About Us

At Avantpage, we open doors through language access to create a brighter future, so every person is heard and can participate with dignity. We help healthcare organizations, government agencies, and other regulated industries deliver critical communications accurately, accessibly, and at scale. Headquartered in Davis, California, we are a global company with team members working remotely around the world to support a follow-the-sun operating model. We are looking for talented professionals ready to live our values of empathy, rigor, and innovation.

Job Overview

The Print & Mailing Project Manager / Program Lead plans, coordinates, and oversees print, mailing, fulfillment, and alternative-format projects for clients in regulated industries, including healthcare and government services. The role serves as the primary liaison among clients, printing and mailing vendors, alternative-format production partners, and internal teams to ensure each project is delivered accurately, on time, and within budget.

This is a client-facing project leadership role, not a plant-production position. External vendors provide the specialized technical expertise and execute print, mailing, and alternative-format production. The Project Manager maintains end-to-end ownership of requirements, estimates, schedules, budgets, vendor performance, proofing, risks, and client communication.

The successful candidate combines operational judgment, technical aptitude, financial oversight, and calm stakeholder leadership. They can translate client needs into clear production and system requirements, coordinate complex workflows, and create an exceptional client experience in a fast-paced, deadline-driven environment.

Key Responsibilities

• Manage end-to-end print, mailing, fulfillment, and alternative-format projects - including large print in 18-point Arial, Grade 2 Braille, audio in CD/MP3 or equivalent formats, and accessible PDFs or electronic text delivered digitally or by data CD - from intake through final delivery.

• Serve as the primary point of contact for clients, vendors, and internal stakeholders; lead client meetings, requirements discussions, status reviews, and issue-resolution conversations.

• Gather and clarify client requirements, then translate them into clear scopes, production specifications, workflow requirements, acceptance criteria, and documented handoffs.

• Develop and maintain project schedules, budgets, estimates, production plans, and delivery milestones; monitor project financials, timelines, risks, and performance metrics.

• Coordinate printing, mailing, fulfillment, and accessibility vendors, confirming ownership, dependencies, service levels, proofing steps, and delivery requirements.

• Partner with internal technology teams and external vendors to define, test, and implement project intake configurations, production workflows, data exchanges, and technical specifications.

• Oversee proofing and approval workflows, coordinating with Quality and subject-matter experts to confirm that deliverables and supporting documentation meet client requirements.

• Track vendor performance, project quality, turnaround times, and budget adherence; communicate progress and risks clearly to clients and internal leaders.

• Resolve project, production, and vendor-related issues, drive corrective actions, and escalate technical or compliance risks to the appropriate subject-matter experts.

• Create and maintain project procedures, workflows, playbooks, and best-practice documentation to support repeatable, scalable operations.

Skills & Qualifications

• 3+ years of project or program management experience in print production, mailing services, fulfillment, marketing production, or a closely related service environment.

• Demonstrated success managing client-facing projects involving multiple vendors, internal teams, budgets, schedules, and competing priorities.

• Strong professional English, with the ability to lead meetings, clarify requirements, present updates, and manage challenging client or vendor conversations.

• Experience gathering business requirements and translating them into clear operational or technical specifications, workflows, and acceptance criteria.

• Strong technical aptitude and the ability to coordinate system configurations, production workflows, process implementations, and structured data exchanges with subject-matter experts.

• Experience developing estimates or budgets, tracking project financials, and identifying cost, timeline, and delivery risks early.

• Excellent communication, negotiation, organization, problem-solving, and stakeholder-management skills.

• Advanced proficiency with Microsoft Office, particularly Excel, and comfort using project tracking or workflow platforms.
• Availability to work full-time on a schedule aligned with New York business hours.

What We Offer

• Remote work from anywhere in Latin America.

• Join a vibrant multicultural team across the Americas and Europe.

• Professional growth opportunities in the localization industry.

• Training in new tools, technologies, and processes.

• Collaborative and empathetic work culture.

Originally posted on Himalayas