Position Summary

The Digital Print & Mailing Estimator is responsible for analyzing customer print and mailing requirements and developing accurate, competitive cost estimates and production plans. This position specializes in digital printing, variable data printing, direct mail, and mailing services.
The Estimator is responsible for understanding customer requirements, determining how each job should be manufactured, selecting the appropriate equipment and production processes, calculating material and labor requirements, and identifying the most efficient and cost-effective way to complete each project.
Working closely with Sales, Production, and outside vendors, the Estimator translates customer requirements into practical production plans while balancing quality, cost, efficiency, and delivery expectations.
The ideal candidate combines technical knowledge of digital printing and mailing processes with strong analytical, organizational, and problem-solving skills.

Essential Duties and Responsibilities

1. Estimating & Job Analysis

• Review quote requests, customer specifications, artwork requirements, and other job-related information.
• Analyze job requirements and determine the appropriate production methods and sequence of operations.
• Develop production plans identifying the necessary materials, equipment, processes, labor, and outside services.
• Calculate material requirements, quantities, production time, labor, equipment costs, and outside services.
• Determine the most economical production approach based on job specifications, quantities, turnaround requirements, and available equipment.
• Prepare accurate and competitive estimates for digital print and mailing projects.
• Maintain accurate estimating information within the company's ERP system.
• Exercise sound judgment in determining how jobs should be produced rather than relying solely on standard estimating formulas or system defaults.

2. Digital and Web Offset Printing

• Estimate printing projects involving a variety of substrates, sizes, formats, and quantities.
• Understand digital and web offset press capabilities, limitations, and production costs.
• Determine appropriate press selection, run quantities, and production requirements.
• Evaluate variable data printing (VDP), personalization, versioning, and other customized printing requirements.
• Understand the impact of file preparation, data processing, and variable content on production costs and workflow.

3. Mailing & Direct Mail

• Estimate direct mail projects, including postcards, letters, self-mailers, brochures, and multi-component mail packages.
• Understand USPS mailing classifications, postal regulations, and applicable preparation requirements.
• Calculate mailing quantities, postal costs, and associated preparation expenses.
• Understand addressing, inkjet addressing, inserting, tabbing, sorting, presorting, and postal documentation requirements.
• Account for mailing list processing, data preparation, personalization, and variable data requirements.
• Determine the equipment, labor, materials, and outside services necessary to complete mailing projects.

4.

5. Production Planning & Coordination

• Develop practical production plans that identify required materials, equipment, processes, and outside services.
• Determine the most appropriate manufacturing sequence and identify potential production bottlenecks.
• Obtain pricing and coordinate requirements with outside vendors when necessary.
• Communicate with Sales to clarify customer requirements and resolve estimating questions.
• Assist in reviewing complex or unusual projects with management and production personnel.
• Ensure estimates provide sufficient detail for accurate job setup and production planning.

6. Sales Support & Customer Solutions

• Work with Sales to understand customer objectives, specifications, and expectations.
• Help interpret incomplete or unclear quote requests by identifying missing information and determining what questions need to be answered.
• Provide technical guidance to Sales regarding printing methods, mailing requirements, materials, finishing options, and production limitations.
• Recommend alternative production methods, formats, or specifications that may improve cost, quality, or turnaround time.
• Assist Sales in developing solutions for projects that may require specialized production or mailing processes.
• Explain estimating assumptions, cost considerations, and production requirements to Sales.

7. Job Cost Review & Estimating Accuracy

• Review completed job costs and compare actual performance against original estimates.
• Identify significant differences between estimated and actual material usage, labor, press time, mailing costs, and outside services.
• Investigate estimating discrepancies and identify opportunities to improve future estimates.

8. Administrative & General Responsibilities

• Prepare and maintain accurate estimating records and documentation.
• Follow established estimating procedures and pricing guidelines.
• Maintain knowledge of current printing technology, mailing requirements, materials, and production methods.
• Maintain effective working relationships with Sales, Production, Customer Service, and outside suppliers.
• Perform other related duties as assigned.

Qualifications & Experience

Required:

• Experience in commercial printing, digital printing, mailing, or a related production environment.
• Understanding of printing production processes, materials, and finishing operations.
• Strong mathematical and analytical skills.
• Ability to interpret job specifications and translate them into practical production plans.
• Strong attention to detail and organizational skills.
• Proficiency with computers and business software.
• Ability to manage multiple estimating projects and deadlines.
• Ability to exercise independent judgment and make sound production and estimating decisions.

Preferred:

• Familiarity with mailing equipment, mail preparation, and USPS regulations.
• Knowledge of postal presorting and postage optimization.
• Experience with EPMS software.
• Experience reviewing actual job costs and improving estimating accuracy.
• Familiarity with web offset printing processes, equipment, and production economics.

Performance Expectations

Success in this position will be measured by:

• Accuracy and completeness of estimates.
• Timeliness of estimate preparation.
• Competitiveness and profitability of quoted work.
• Accuracy of estimated material, labor, and production requirements.
• Ability to identify efficient production methods and cost-saving opportunities.
• Accuracy of estimated mailing and postal costs.
• Reduction in estimating errors and unanticipated production costs.
• Ability to identify and resolve missing or unclear job specifications before production.
• Effective communication and support of the Sales and Production departments.
• Continuous improvement in estimating accuracy based on actual job cost results.