Technical Operations & Data Processing Manager Company:

Spectra Location:

Columbia, South Carolina Employment Type:

Full-Time Department:

Operations /

Technology Reports To:

Chief Operations Officer Position Summary Spectra is seeking an experienced, technically skilled, and highly organized Technical Operations & Data Processing Manager to oversee specialized client programs, variable data processing, production workflows, and internal technology solutions. This position combines technical data processing, workflow automation, client account management, print production coordination, fulfillment operations, and information security responsibilities. The ideal candidate is a resourceful problem-solver who can independently manage complex client requirements, develop customized data processing solutions, troubleshoot technical issues, and ensure accurate, timely execution of client orders. Because Spectra provides highly customized print, mailing, and fulfillment solutions, the successful candidate must be comfortable working with multiple clients whose data formats, processing requirements, production specifications, and fulfillment workflows vary significantly. This position requires both hands-on technical expertise and the ability to manage projects from initial client requirements through final production, delivery, and invoicing. Required Skills & Competencies

Technical Problem-Solving:

Strong analytical and troubleshooting skills to resolve complex data, software, and workflow issues.

Adaptability:

Ability to manage unique client requirements, shifting priorities, and customized workflows.

• Attention to

Detail:

High level of accuracy in data processing, personalized printing, production, and handling sensitive information.

Project Management:

Ability to independently manage projects from initial requirements through implementation, production, and completion.

Client Communication:

Strong interpersonal and communication skills with a focus on responsiveness, problem resolution, and relationship management.

Process Improvement & Automation:

Ability to identify inefficiencies, streamline operations, and develop automated solutions.

Information Security & Compliance:

Knowledge of data confidentiality, access controls, security procedures, and compliance requirements.

Team Collaboration:

Ability to coordinate effectively with leadership, production teams, fulfillment staff, clients, and external technology partners. Scope of Responsibilities 1. Variable Data Processing & Production Automation

• Manage daily, weekly, monthly, and seasonal variable data printing (VDP) programs for multiple clients.
• Receive, review, validate, manipulate, and process client data files according to program-specific requirements.
• Develop and maintain automated data processing scripts, templates, and production layouts.
• Create customized data processing solutions for complex print, mailing, and fulfillment programs.
• Process high-volume, time-sensitive client data, including daily transactions, open enrollment materials, confirmation statements, and personalized communications.
• Perform data corrections, reprocessing, and troubleshooting as client requirements change.
• Generate, upload, and manage client proofs for review and approval.
• Release approved production-ready files to digital printing equipment and production workflows.
• Perform address processing, postal presorting, and mailing preparation when required.
• Maintain data accuracy, quality control, and confidentiality throughout processing and production.
• Coordinate with production personnel to meet critical deadlines and resolve workflow issues. 2. FileMaker Development & Database Management
• Develop, maintain, and enhance custom Claris FileMaker applications supporting client programs and internal operations.
• Design relational databases, tables, fields, calculations, layouts, scripts, and user interfaces.
• Develop automated processing solutions that improve accuracy, efficiency, and scalability.
• Maintain and troubleshoot existing FileMaker applications, including internal order entry systems.
• Establish user permissions and access controls.
• Troubleshoot database performance, application functionality, and FileMaker Server hosting issues.
• Gather client requirements and translate them into functional technical solutions.
• Test, document, implement, and maintain new database applications and workflow enhancements.
• Create supporting work instructions and production workflows for developed solutions. 3. Client Program & Account Management
• Serve as a primary operational and technical contact for assigned client accounts.
• Maintain productive client relationships through ongoing communication, responsiveness, and problem resolution.
• Manage client-specific order processing requirements, production instructions, and fulfillment workflows.
• Coordinate customized solutions for clients with unique data processing and production needs.
• Monitor incoming orders and ensure timely entry into production and fulfillment systems.
• Communicate order status, proofs, production updates, and shipment information.
• Manage unexpected client changes, data revisions, and urgent processing requests.
• Coordinate inventory receiving, storage, tracking, and replenishment for assigned programs.
• Oversee order fulfillment, shipping, mailing, and tracking documentation.
• Prepare quotes, enter production orders, and complete client invoicing.
• Maintain accurate records of orders, production activity, and account requirements. 4. Print Production, Mailing & Fulfillment Coordination
• Coordinate production activities for digital printing, personalized mailings, and specialized fulfillment programs.
• Prepare and release production-ready files, ensuring accuracy and compliance with client specifications.
• Process and manage recurring and one-time orders.
• Coordinate proofing, approvals, production scheduling, and order completion.
• Perform hands-on fulfillment, packaging, and shipping activities when necessary.
• Manage specialized products, inventory, and fulfillment materials.
• Maintain shipment tracking and production documentation.
• Support production teams with technical troubleshooting and workflow improvements.
• Ensure adherence to established quality control procedures and production deadlines. 5. Information Security, SOC 2 & Compliance
• Coordinate ongoing activities supporting the company's SOC 2 Type II compliance program and applicable HIPAA-related security requirements.
• Organize, schedule, and document required monthly, quarterly, semiannual, and annual security meetings.
• Coordinate annual security awareness training and employee education.
• Collect, organize, and maintain evidence required for internal and external audits.
• Maintain and update information security policies, procedures, controls, and supporting documentation.
• Coordinate management review and approval of required compliance documents.
• Maintain employee access records, technology asset inventories, and security documentation.
• Coordinate annual penetration testing with external providers.
• Perform or coordinate recurring security control reviews, testing, and monitoring.
• Track compliance activities, document findings, and coordinate corrective actions.
• Work with leadership and external auditors to support successful audit completion. 6. Internal IT & Systems Administration
• Provide operational IT support for company systems, workstations, and network resources.
• Set up and manage employee email accounts, distribution lists, shared folders, and system permissions.
• Configure secure file transfer (SFTP) folders and client data exchange processes.
• Maintain encryption key records and coordinate secure server folder backups.
• Assist with employee onboarding and offboarding, including access provisioning and removal.
• Configure computers and software for new employees and changing operational requirements.
• Maintain employee access controls for physical security systems.
• Troubleshoot routine server connectivity, shared drive, and workstation issues.
• Coordinate resolution of security system and technology issues with external vendors as needed.
• Document IT procedures, system configurations, and recurring technical issues.

Required Qualifications 3-5+ years of experience in technical operations, data processing, database development, print production, or a related field. Strong experience with variable data processing, data manipulation, and automated workflows. Experience developing or maintaining relational database applications. Proficiency with Claris FileMaker, including scripting, calculations, layouts, relational tables, and database administration, or demonstrable experience with comparable platforms and the ability to become proficient in FileMaker. Strong understanding of data accuracy, file validation, and quality control. Experience troubleshooting technical issues and developing practical solutions. Excellent organizational skills with the ability to manage multiple client programs and competing deadlines. Strong written and verbal communication skills. Ability to work independently, prioritize responsibilities, and adapt to changing requirements. Experience documenting technical procedures and operational workflows. Strong attention to detail, confidentiality, and information security. Preferred Qualifications Experience in commercial printing, digital printing, direct mail, or third-party fulfillment. Knowledge of variable data printing software and automated prepress workflows. Advanced Claris FileMaker development and FileMaker Server administration experience. Experience with HP Indigo digital printing workflows. Familiarity with postal presorting, address standardization, and USPS mailing requirements. Experience with scripting, data transformation, and automated file processing. Working knowledge of SFTP, encryption, file permissions, and server backup procedures. Experience supporting SOC 2 Type II audits and HIPAA-related information security requirements. Familiarity with inventory management, order management, and fulfillment systems. Experience preparing scopes of work, technical requirements, and client implementation plans. Position Expectations This is a hands-on technical and operational position requiring flexibility, independent judgment, and the ability to balance planned work with unexpected client and production needs. The individual must be comfortable transitioning between technical development, data processing, production support, client communications, and operational responsibilities throughout the workday. Given the customized nature of Spectra's services, the ability to learn, document, and manage unique client workflows is essential.

Pay:

$55,000.00 - $63,000.00 per year

Benefits:

Employee assistance program Health savings account Paid time off

Work Location:

In person