Artwork Coordinator

Job Purpose

The Artwork Coordinator is responsible for managing and coordinating the complete artwork lifecycle for product packaging and labels, ensuring that all artwork is developed, reviewed, approved, and implemented accurately, compliantly, and within agreed timelines. Acting as the central point of coordination, the role brings together cross-functional teams, external agencies, and suppliers to ensure artwork projects are delivered efficiently while meeting business, regulatory, quality, and branding requirements.

This position plays a key role in supporting successful product launches, packaging updates, and ongoing business operations by ensuring artwork assets are delivered on time, minimizing risks related to compliance, product availability, and customer satisfaction.

Key Responsibilities

Artwork Project Coordination

• Coordinate the end-to-end lifecycle of artwork projects, from project initiation through approval and final implementation.
• Manage project plans, timelines, priorities, milestones, and deliverables to ensure artwork projects are completed on schedule.
• Ensure all artwork changes are executed in accordance with business requirements, regulatory standards, and internal procedures.

Stakeholder Management

• Act as the primary point of contact between internal departments and external graphic design agencies, artwork providers, printers, and packaging suppliers.
• Facilitate effective cross-functional communication to ensure timely decision-making, alignment, and issue resolution throughout the artwork process.
• Identify, communicate, and escalate project risks, delays, or resource constraints when required.

Artwork Review & Approval Management

• Coordinate artwork review cycles and approval workflows across all relevant stakeholders.
• Ensure all required technical, regulatory, marketing, and quality approvals are obtained and properly documented before artwork release.
• Maintain strict version control and ensure the integrity, traceability, and accessibility of artwork files and supporting documentation.

Compliance & Quality Assurance

• Ensure artwork complies with corporate branding guidelines, legal requirements, quality standards, and customer specifications.
• Verify the accuracy and consistency of packaging specifications, labeling information, and artwork content.
• Proactively identify and mitigate artwork-related risks that could impact product launches, regulatory compliance, manufacturing, or customer satisfaction.

Process Improvement & Governance

• Drive continuous improvement initiatives aimed at increasing the efficiency, quality, and effectiveness of artwork management processes.
• Promote compliance with artwork governance standards, operating procedures, and best practices.
• Support the development, maintenance, and optimization of artwork management systems, documentation, and workflows.

Key Performance Indicators (KPIs)

Success in this role is measured through a combination of operational efficiency, project delivery, and quality metrics, including:

• Percentage of artwork projects delivered on time.
• Average artwork cycle time from project initiation to final approval.
• Number of artwork-related deviations, errors, or rework incidents.
• Percentage of projects completed within agreed timelines and service level agreements (SLAs).

Key Stakeholders

The Artwork Coordinator collaborates extensively with both internal and external stakeholders to ensure seamless execution of artwork projects.

Internal Stakeholders

• Marketing
• Labelling
• Quality
• Packaging Development
• Supply Chain & Operations
• Procurement
• Commercial Teams
• Manufacturing Sites
• Product Development

External Stakeholders

• Graphic Design Agencies
• Artwork Management Agencies
• Packaging Suppliers
• Printers

Role Dimensions

• Coordination of approximately 200–300 artwork projects annually.
• Simultaneous management of multiple projects with varying priorities, complexity, and deadlines.
• Collaboration with multidisciplinary teams across different business functions and geographical locations.
• Responsibility for ensuring the timely delivery of artwork supporting new product launches, product modifications, packaging updates, and business continuity initiatives.

Qualifications & Experience

Education

Bachelor's degree in one of the following disciplines, or equivalent professional experience:

• Graphic Arts
• Business Administration
• Packaging
• Supply Chain
• Life Sciences
• Or a related field

Experience

• Minimum 2–3 years of experience as an Artwork Coordinator or in a similar artwork, packaging, or project coordination role.
• Experience in artwork management, packaging development, project coordination, or related disciplines.
• Familiarity with artwork management systems, approval workflows, and document control processes.

Key Competencies

The ideal candidate combines excellent organizational and coordination skills with a strong quality mindset and the ability to manage multiple stakeholders in a fast-paced environment.

Core Competencies

• Project Coordination and Planning
• Stakeholder Management
• Organizational Excellence
• Exceptional Attention to Detail
• Quality and Compliance Focus
• Problem Solving and Decision Making
• Strong Communication and Influencing Skills
• Time Management and Prioritization
• Collaboration and Teamwork
• Customer and Business Orientation

Professional Competencies

• Artwork Lifecycle Management
• Packaging and Labeling Processes
• Risk Identification and Mitigation
• Process Improvement and Governance
• Documentation and Data Management
• Change Management
• Cross-Functional Coordination
• Continuous Improvement Mindset