Job Description: Publishing Coordinator About the Role
We are seeking a highly organised, proactive and detail-oriented Publishing Coordinator to join our growing hybrid publishing company.
The Publishing Coordinator is responsible for keeping books and authors moving smoothly through the publishing process — from acquisition and manuscript development through editing, design, production, publication and post-publication support.
This is an ideal role for someone who loves books, thrives on organisation and enjoys working in a fast-paced startup environment. You will work closely with authors, editors, designers, production suppliers, marketers, publicists and the wider publishing team to ensure projects are delivered on time and to a high standard.
Because we are a growing company, the successful candidate will need to be comfortable wearing multiple hats, taking initiative and improving processes as the business evolves.
Key Responsibilities Publishing & Project Coordination
- Coordinate multiple book projects simultaneously across the publishing lifecycle.
- Maintain accurate publishing schedules, production timelines and project trackers.
- Coordinate key milestones including manuscript submission, editing, proofreading, cover design, interior design, printing, ebook production and publication.
- Follow up with authors and suppliers to ensure deadlines are met.
- Identify potential delays or issues early and elevate them appropriately.
- Ensure all required files, approvals and information are received at each stage of production.
- Maintain accurate records and documentation for every publishing project.
- Assist with preparing books for publication across print and digital formats.
Author Support
- Act as a key day‐to‐day contact for authors throughout the publishing process.
- Provide authors with clear information about upcoming milestones and deadlines.
- Coordinate author approvals and feedback at relevant stages.
- Respond to author enquiries professionally and promptly.
- Help authors understand the publishing process and what is required from them.
- Maintain positive and professional author relationships.
Editorial & Production Coordination
- Liaise with freelance editors, proofreaders, designers, printers and other publishing suppliers.
- Coordinate the movement of manuscripts and files between internal and external stakeholders.
- Track editorial and production feedback and ensure revisions are completed.
- Conduct basic quality checks on files, metadata and publishing information.
- Coordinate proof copies and final approvals.
- Assist with resolving production issues and maintaining project timelines.
Distribution & Metadata
- Assist with preparing and maintaining book metadata, including titles, subtitles, descriptions, author biographies, categories, keywords and ISBN information.
- Ensure accurate book information is supplied to distributors, retailers and online platforms.
- Assist with uploading and checking book files and metadata across relevant publishing platforms.
- Maintain accurate records of ISBNs, editions, publication dates and formats.
Marketing & Publicity Support
- Work closely with the marketing and publicity team to ensure campaigns are aligned with publishing schedules.
- Provide marketing and publicity teams with the information and assets they require.
- Coordinate author questionnaires, biographies, photographs and promotional materials.
- Assist with book launch planning and promotional activities.
- Help coordinate author events, launches, podcasts, interviews and other promotional opportunities where required.
Administration
- Maintain publishing databases, spreadsheets and project management systems.
- Schedule meetings and coordinate internal and external stakeholders.
- Prepare project updates and status reports.
- Maintain digital filing systems and ensure documents are correctly organised.
- Assist with invoicing, purchase orders and supplier administration where required.
- Support the wider publishing team with general administrative tasks.
Skills & Experience Essential
- 1–3 years' experience in publishing, administration, project coordination, marketing, media or a related industry.
- Exceptional organisational and time-management skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and accuracy.
- Ability to manage multiple projects and deadlines simultaneously.
- Confidence communicating with authors, suppliers and external stakeholders.
- Strong Microsoft Office or Google Workspace skills.
- Ability to work independently and take initiative.
- A genuine interest in books and the publishing industry.
Desirable
- Previous experience in a publishing company, literary agency, media organisation or creative business.
- Familiarity with book production processes.
- Experience with publishing platforms, metadata or distribution systems.
- Experience using project management tools such as Asana, Monday.com, Trello or ClickUp.
- Basic knowledge of editing, proofreading, book design or printing processes.
- Experience working with freelancers and external suppliers.
- Familiarity with Canva, Mailchimp or social media platforms.
Personal Attributes
The successful candidate will be:
- Highly organised – able to keep multiple projects and deadlines under control.
- Detail-oriented – understands that small errors can have a big impact in publishing.
- Proactive – identifies what needs to be done rather than waiting to be asked.
- Commercially minded – understands that publishing is both a creative and commercial business.
- Author-focused – committed to providing authors with a professional and positive experience.
- Adaptable – comfortable with changing priorities in a startup environment.
- Solutions-oriented – able to identify problems and find practical solutions.
- Collaborative – enjoys working across different teams and disciplines.
- Passionate about books – genuinely interested in authors, publishing and storytelling.
What We Offer
- The opportunity to join an ambitious and growing hybrid publishing company.
- Exposure to every stage of the publishing process.
- The opportunity to work directly with a diverse range of authors.
- A collaborative, entrepreneurial and supportive workplace.
- Career development opportunities as the company grows.
- Flexible/hybrid working arrangements.
- The opportunity to help shape systems and processes within a growing publishing business.
Key Performance Indicators
Success in this role will be measured by:
- Publishing projects progressing according to agreed timelines.
- Accurate and well‐maintained publishing records and schedules.
- Strong communication and relationships with authors and suppliers.
- Timely completion of publishing milestones.
- High quality and accuracy of publishing materials and metadata.
- Effective coordination across editorial, production, marketing and publicity.
- Positive author experience and satisfaction.
- Contribution to improving the company's publishing systems and processes.
