Mailing Variable Data Specialist

O’Neil Printing is an employee-owned (ESOP) multi-brand platform, O’Neil Printing, Printing Solutions, Rule29, and YB2, built to deliver Messaging that Matters. Purpose drives everything we do, from how we design and produce to how we serve our clients and community. For more than a century, we’ve evolved to bring together creative strategy, high-end production, packaging, publishing, fulfillment, and technology under one team. Here, every employee is an owner, every project is fueled by collaboration, and every message we deliver is shaped with purpose and precision.

If you want to join a company where your work creates lasting impact, your ideas are valued, and your growth is championed, you’ll find your place here.

Position Overview

The Mailing Variable Data Specialist is responsible for managing mailing data, variable print programming, postal optimization, and database preparation to support direct mail campaigns from concept through production and delivery. This role serves as a critical link between account management, prepress, production, and mailing operations to ensure data accuracy, postal compliance, and successful campaign execution.

The ideal candidate is highly detail-oriented, analytical, and comfortable managing multiple projects simultaneously while maintaining strong communication and collaboration across departments. This position reports directly to the Mailing Manager and plays a key role in supporting automation, variable data workflows, and mailing performance initiatives.

What You’ll Do

Data Management & List Processing

• Manage and maintain mailing databases and customer mailing lists to ensure data accuracy, consistency, and integrity.
• Prepare, segment, and organize mailing lists based on campaign objectives and customer requirements.
• Execute data hygiene processes including deduplication, address standardization, cleansing, suppression processing, and list maintenance.
• Validate data files and mailing records prior to production to ensure quality and deliverability standards are met.
• Maintain organized records of mailing files, project documentation, and processing activities.

Variable Data & Print File Preparation

• Create and prepare variable print files for personalized direct mail campaigns using variable data software.
• Support prepress operations by developing data-driven print workflows and file preparation processes.
• Generate dynamic shipping labels, addressing files, and distribution documentation.
• Collaborate with prepress and production teams to ensure accurate data integration and successful output.
• Assist in the development and implementation of workflow automation initiatives that improve efficiency and reduce manual processes.

Postal Compliance & USPS Optimization

• Monitor and analyze USPS Seamless Acceptance and Scorecard performance to support favorable monthly results.
• Ensure compliance with USPS regulations, mailing standards, and postal documentation requirements.
• Stay informed on USPS programs, promotions, postal rate changes, and industry best practices.
• Coordinate mailing preparation activities to maximize postal discounts and optimize delivery performance.
• Research and resolve postal issues, mailing discrepancies, and data-related challenges as they arise.

Project Coordination & Customer Support

• Collaborate with account managers, customer service representatives, and production teams to achieve successful mailing objectives.
• Review project requirements and provide recommendations regarding mailing strategies, data preparation, and postal considerations.
• Communicate project status, mailing timelines, and data requirements clearly and proactively.
• Assist with troubleshooting production, data, and mailing issues while maintaining project schedules.
• Support successful campaign execution through coordination with internal departments and external mailing partners when necessary.

Production & Quality Coordination

• Work closely with print production, inkjet, inserting, and fulfillment teams to ensure accurate campaign execution.
• Verify data accuracy and production readiness prior to printing and mailing.
• Monitor projects to ensure compliance with company quality standards and customer expectations.
• Identify opportunities for process improvements, automation, and operational efficiencies.
• Support project closeout activities and maintain organized records for future reference and reporting.

What You Bring

• 3+ years of experience in direct mail, variable data processing, mailing operations, or related print production environments preferred.
• Strong understanding of mailing databases, data management practices, and direct mail workflows.
• Proficiency with mailing software, including AccuZIP and Microsoft Excel.
• Experience with variable data software such as FusionPro or similar platforms.
• Working knowledge of Adobe Creative Suite, including InDesign, Illustrator, and Photoshop.
• Experience with USPS Seamless Acceptance, Scorecard reconciliation, and postal regulations.
• Understanding of commercial printing processes, inkjet printing, inserting operations, and fulfillment workflows.
• Excellent analytical, organizational, and problem-solving skills.
• Strong attention to detail and commitment to data accuracy.
• Effective communication and customer service abilities.
• Self-motivated, highly accountable, and able to manage multiple priorities simultaneously.
• Team-oriented with a collaborative mindset and continuous improvement focus.

Work Environment & Physical Requirements

This position operates primarily in an office and production environment with regular interaction across mailing, prepress, production, and fulfillment departments. Occasionally, early morning, evening, or weekend work may be necessary based on mailing deadlines, postal schedules, and production requirements.

Why Join O’Neil Printing?

As an employee-owner, you’re more than just part of the team—you’re part of the company’s future. We offer:

• Comprehensive health, dental, and vision insurance
• Paid Time Off
• Employee Stock Ownership Plan (ESOP)
• 401(k) retirement plan
• Ongoing training and development opportunities