Print Procurement Specialist

Position Overview

The Print Procurement Specialist plays a critical role in managing Planet Direct Mail’s vendor sourcing and purchasing activities. This position ensures all external print, finishing, and material vendors are competitively bid, properly scheduled, and deliver exceptional quality and value.

Planet Direct Mail is implementing P3 software, a cloud-based print sourcing and procurement platform to centralize the RFP and bid management process. The Print Procurement Specialist will serve as the primary administrator of the P3 system — managing RFP creation, vendor invitations, bid evaluation, and award decisions within the platform.

This position requires a detail-oriented professional who thrives in a fast-paced production environment, understands the direct mail manufacturing processes, and can balance cost, capability, and turnaround to achieve the best outcomes for the company and its clients.

Key Responsibilities

RFP & Bid Management

• Create, distribute, and manage RFPs through the P3 platform, ensuring accurate specifications and timely delivery to vendor groups.
• Invite approved vendors to bid on jobs and coordinate all communication between internal department and outsource partners.
• Collect, compare, and evaluate vendor bids based on price, capabilities, turnaround, and quality.
• Recommend vendor selections based on best value criteria.
• Maintain an organized and searchable record of all RFP activity, bid results, and awarded jobs.

Vendor Management

• Build and maintain strong, professional relationships with print, finishing, and fulfillment vendors.
• Maintain detailed records of each vendor’s capabilities, equipment, certifications, capacity, and lead times in P3.
• Monitor vendor performance and pricing trends to ensure ongoing competitiveness.
• Identify and onboard new vendors when necessary to expand capabilities or improve turnaround.

Procurement Execution

• Generate and issue purchase orders to awarded vendors, ensuring accuracy of specifications, quantities, and delivery details.
• Confirm vendor schedules and shipping commitments; update internal teams on timing and any changes.
• Coordinate material and component deliveries to align with internal production schedules.
• Troubleshoot vendor issues and delivery challenges promptly to minimize production impact.

Collaboration & Communication

• Work closely with estimating, production, scheduling, and client services teams to align specifications and timelines.
• Communicate vendor selections, cost comparisons, and delivery updates clearly across departments.
• Participate in production and operations meetings to provide procurement status updates and vendor feedback.

Reporting & Process Improvement

• Use P3 reporting tools to analyze vendor performance, cost savings, and spend history.
• Track and summarize procurement KPIs (e.g., average cost per job, response rates, vendor lead times).
• Identify process improvement opportunities to increase efficiency and consistency in procurement workflows.
• Support ongoing system improvements and integration between P3 and internal estimating/production systems.

Qualifications

• 3–5 years of experience in print procurement, production coordination, or vendor management.
• Strong understanding of commercial printing processes, including substrates, finishing, and bindery operations.
• Prior experience managing competitive bids or RFPs required; experience with P3 or similar print procurement systems strongly preferred.
• Proficient with Microsoft Office Suite; familiarity with estimating and MIS/ERP systems (iQuote) a plus.
• Exceptional organizational and analytical skills with strong attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently, prioritize tasks, and meet multiple deadlines in a high-volume environment.

Work Environment

This job operates in a professional office environment or remote office. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands and fingers, handle or feel; and reach with hands and arms.

When working from the plant, this role will be performed from within a manufacturing environment. Therefore, the work environment can be loud and there may be odors from inks used to print, etc.

This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Position Type and Expected Hours of Work:

This is a full-time position. At a minimum, the Estimator must be available to work 8:30am to 5:30pm Monday through Friday.

Travel:

No travel is expected for this position. However, if the work is done remotely, it will require travel to the plant from time to time.

Required Education and Experience:

High school diploma or GED, or equivalent years of experience.

Experience in Estimating, Account Management or Planning in Direct Mail.

Additional Eligibility Qualifications:

Must be able to get background check and drug test.

Work Authorization
Must be eligible to work in the United States.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience:

• P3 Procurement Software: 1 year (Preferred)
• Print Procurement : 3 years (Preferred)
• Production Coordination: 3 years (Preferred)
• Vendor Management: 3 years (Preferred)

Ability to Commute:

• Manassas, VA 20109 (Required)

Ability to Relocate:

• Manassas, VA 20109: Relocate before starting work (Required)

Work Location: In person