Workflow Manager

Workflow Manager

masterworks.agency

Role Overview

The Workflow Manager governs the operational flow of work within MailWell’s direct mail product end-to-end workflows.There are two Workflow Managers dedicated to these workflows, responsible for managing workflow movement across a vertically integrated team including planning, creative, proofing, production, print buying, and data team members.This position actively manages workflow capacity and work-in-progress (WIP) across the MailWell teams. The Workflow Manager sequences work through job stages and monitors workload distribution to maintain stable execution. This role does not determine campaign strategy or portfolio priorities. Instead, it ensures campaigns move through direct mail workflows accurately and within operational capacity.

What You’ll Do

Workflow Governance, Capacity Control & Bottleneck Management

• Manage workflow capacity and work-in-progress (WIP) across planning, creative, proofing, production, print buying, and data teams
• Sequence campaigns from planning through production stages based on team capacity
• Ensure job readiness before execution to guarantee smooth execution
• Monitor stage aging and workload distribution to prevent production bottlenecks
• Adjust job schedules and sequencing when workload exceeds team capacity
• Escalate capacity constraints or production risks to Program Managers and MailWell Leadership

Task Execution

• Facilitate campaign kickoff and confirm internal resources are ready for execution
• Set up campaign infrastructure including QR codes and creative templates
• Manage creative development and internal review cycles
• Route drafts and revisions between creative, proofing, and production teams
• Coordinate customer review rounds and route revision requests to execution teams
• Advance campaigns through proofing and internal QC stages
• Route final artwork through internal approval and final art review processes

Tool & Documentation Hygiene

• Maintain accurate workflow tickets and campaign records in operational systems (Mission Control, Gdrive, PageProof, Fibery)
• Ensure documented customer preferences and operational standards consistently
• Keep workflow systems and proofing platforms clean and current
• Maintain accurate stage visibility and status reporting

Who You Are

Required

• Experience in production operations, marketing operations, campaign coordination, or workflow management
• Experience coordinating work across multiple internal teams
• Strong organizational skills and attention to detail in deadline-driven environments
• Ability to track dependencies and deadlines across multiple concurrent campaigns without losing accuracy
• Strong communication skills when coordinating work across planning, creative, proofing, production, and data teams
• Ability to follow defined workflows and escalate issues when work becomes blocked
• Comfort working within workflow management or production tracking systems

Preferred

• Experience supporting direct mail, print production, or marketing campaign production
• Familiarity with creative review cycles, proofing processes, or revision management
• Experience working with workflow or production management tools (Fibery, PageProof, ClickUp, etc.)
• Experience working in agency, marketing production, or campaign operations environments