Publishing Coordinator at Hembury Books

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 escalate 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.