Job Description

Job Description: Publishing Coordinator

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About the Role

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We are seeking a highly organised, proactive and detail-oriented Publishing Coordinator to join our growing hybrid publishing company.

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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.

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This is an ideal role for someone who loves books, thrives on organisation and enjoys working in a rapid-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.

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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.

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Key Responsibilities

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Publishing & Project Coordination

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- Coordinate multiple book projects simultaneously across the publishing lifecycle.
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- Maintain accurate publishing schedules, production timelines and project trackers.
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- Coordinate key milestones including manuscript submission, editing, proofreading, cover design, interior design, printing, ebook production and publication.
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- Follow up with authors and suppliers to ensure deadlines are met.
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- Identify potential delays or issues early and elevate them appropriately.
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- Ensure all required files, approvals and information are received at each stage of production.
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- Maintain accurate records and documentation for every publishing project.
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- Assist with preparing books for publication across print and digital formats.
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Author Support

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- Act as a key day‐to‐day contact for authors throughout the publishing process.
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- Provide authors with clear information about upcoming milestones and deadlines.
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- Coordinate author approvals and feedback at relevant stages.
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- Respond to author enquiries professionally and promptly.
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- Help authors understand the publishing process and what is required from them.
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- Maintain positive and professional author relationships.
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Editorial & Production Coordination

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- Liaise with freelance editors, proofreaders, designers, printers and other publishing suppliers.
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- Coordinate the movement of manuscripts and files between internal and external stakeholders.
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- Track editorial and production feedback and ensure revisions are completed.
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- Conduct basic quality checks on files, metadata and publishing information.




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- Coordinate proof copies and final approvals.
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- Assist with resolving production issues and maintaining project timelines.
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Distribution & Metadata

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- Assist with preparing and maintaining book metadata, including titles, subtitles, descriptions, author biographies, categories, keywords and ISBN information.
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- Ensure accurate book information is supplied to distributors, retailers and online platforms.
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- Assist with uploading and checking book files and metadata across relevant publishing platforms.
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- Maintain accurate records of ISBNs, editions, publication dates and formats.
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Marketing & Publicity Support

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- Work closely with the marketing and publicity team to ensure campaigns are aligned with publishing schedules.
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- Provide marketing and publicity teams with the information and assets they require.
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- Coordinate author questionnaires, biographies, photographs and promotional materials.
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- Assist with book launch planning and promotional activities.
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- Help coordinate author events, launches, podcasts, interviews and other promotional opportunities where required.
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Administration

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- Maintain publishing databases, spreadsheets and project management systems.
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- Schedule meetings and coordinate internal and external stakeholders.
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- Prepare project updates and status reports.
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- Maintain digital filing systems and ensure documents are correctly organised.
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- Assist with invoicing, purchase orders and supplier administration where required.
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- Support the wider publishing team with general administrative tasks.
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Skills & Experience

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Essential

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- 1–3 years' experience in publishing, administration, project coordination, marketing, media or a related industry.
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- Exceptional organisational and time-management skills.
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- Excellent written and verbal communication skills.
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- Strong attention to detail and accuracy.
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- Ability to manage multiple projects and deadlines simultaneously.
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- Confidence communicating with authors, suppliers and external stakeholders.
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- Strong Microsoft Office or Google Workspace skills.
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- Ability to work independently and take initiative.
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- A genuine interest in books and the publishing industry.
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Desirable

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- Previous experience in a publishing company, literary agency, media organisation or creative business.
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- Familiarity with book production processes.
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- Experience with publishing platforms, metadata or distribution systems.
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- Experience using project management tools such as Asana, Monday.com, Trello or ClickUp.
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- Basic knowledge of editing, proofreading, book design or printing processes.
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- Experience working with freelancers and external suppliers.
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- Familiarity with Canva, Mailchimp or social media platforms.
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Personal Attributes

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The successful candidate will be:

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- Highly organised – able to keep multiple projects and deadlines under control.
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- Detail-oriented – understands that small errors can have a big impact in publishing.
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- Proactive – identifies what needs to be done rather than waiting to be asked.
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- Commercially minded – understands that publishing is both a creative and commercial business.
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- Author-focused – committed to providing authors with a professional and positive experience.
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- Adaptable – comfortable with changing priorities in a startup environment.
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- Solutions-oriented – able to identify problems and find practical solutions.
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- Collaborative – enjoys working across different teams and disciplines.
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- Passionate about books – genuinely interested in authors, publishing and storytelling.
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What We Offer

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- The opportunity to join an ambitious and growing hybrid publishing company.
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- Exposure to every stage of the publishing process.
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- The opportunity to work directly with a diverse range of authors.
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- A collaborative, entrepreneurial and supportive workplace.
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- Career development opportunities as the company grows.
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- Flexible/hybrid working arrangements.
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- The opportunity to help shape systems and processes within a growing publishing business.
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Key Performance Indicators

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Success in this role will be measured by:

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- Publishing projects progressing according to agreed timelines.
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- Accurate and well‐maintained publishing records and schedules.
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- Strong communication and relationships with authors and suppliers.
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- Timely completion of publishing milestones.
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- High quality and accuracy of publishing materials and metadata.
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- Effective coordination across editorial, production, marketing and publicity.
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- Positive author experience and satisfaction.
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- Contribution to improving the company's publishing systems and processes.
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📌 Publishing Coordinator at Hembury Books (New South Wales)
🏢 Hembury Books
📍 New South Wales