Publishing Project Specialist

Position Summary:

The Publishing Project Specialist oversees the end-to-end execution and scaling of publishing initiatives across print digital and multimedia formats. This role ensures manuscripts move efficiently from development through production distribution and post-launch optimization while building the systems workflows and accountability needed to support a growing publishing division.

This position requires a highly experienced publishing operator with strong expertise in trade publishing ministry/nonprofit publishing and hybrid models particularly in production workflows vendor management and cross-functional coordination. The ideal candidate can step in quickly to own complex publishing pipelines including initiatives such as the Lumo Visual Scripture Series (VSS) Lumo Project Films integrations and multi-language publishing efforts.

Key Responsibilities:

Project Management & Execution
Own and manage the full publishing lifecycle from concept through post-launch optimization including
manuscript development editorial stages design and typesetting production printing distribution and postlaunch performance
Develop and maintain comprehensive production schedules including milestones dependencies and delivery
timelines
Manage multiple concurrent publishing projects across varying stages of completion
Coordinate cross-functional teams including editorial design production marketing and distribution
Ensure all projects are delivered on time within scope and aligned with strategic priorities
Track progress against deliverables and proactively identify escalate and resolve risks delays or bottlenecks

Publishing Operations & Production Management
Oversee and manage production workflows across print (offset short-run print-on-demand) eBooks (EPUB
Amazon KDP) and audiobooks (ACX voice production emerging voice technologies)
Ensure readiness of all production files for prepress print and digital distribution
Manage ISBN assignment metadata creation ONIX feeds and title setup across retail and distribution platforms
Coordinate title listings and product setup across channels including Amazon Barnes & Noble Walmart and
other distribution partners
Maintain consistency and quality control across all publishing outputs

Vendor & Partner Management
Manage relationships with printers freelancers agencies and distribution partners
Coordinate with vendors on technical specifications (trim size paper binding finishes) quotes and cost comparisons production timelines and shipping logistics
Negotiate deliverables timelines and service expectations with external partners
Ensure quality assurance across all outsourced production work

Financial & Budget Management
Track and manage project budgets production costs and financial allocations
Analyze cost structures across printing translation localization audio production and design services
Support financial planning forecasting and reporting for publishing initiatives
Coordinate internal coding invoicing and financial workflows with Finance teams

Distribution & Launch Coordination
Align production timelines with go-to-market strategies and distribution schedules
Coordinate launch readiness across internal teams and external platforms
Ensure final assets are prepared for print distribution digital retail platforms and direct-to-consumer channels
Support retail optimization strategies including metadata accuracy discoverability and platform-specific requirements

Marketing & Growth Support
Collaborate with marketing teams on launch timelines campaign asset development and platform optimization
Support promotional strategies including Shopify sales affiliate distribution models and digital promotions such
as Kindle campaigns

Systems & Process Optimization
Build implement and refine standard operating procedures (SOPs) for publishing workflows
Establish scalable systems to support increased publishing volume and complexity
Implement and optimize tools such as Basecamp Dropbox structures Airtable and Shopify integrations
Improve workflow visibility accountability and efficiency across the publishing pipeline
Continuously evaluate and optimize processes to reduce friction and increase throughput

Quality Assurance & Accountability
Ensure all deliverables meet high editorial design and production standards
Maintain consistency across formats languages and distribution channels
Drive accountability across internal teams and external contributors
Identify operational gaps and implement solutions that improve execution reliability

Qualifications:

3-5 years of experience in publishing project management
Proven experience managing multiple book projects simultaneously from manuscript to distribution
Deep understanding of the entire publishing workflow: Editorial design print production and digital publishing
Experience working with printers vendors and external production partners
Strong proficiency with project management systems and workflow tools
Demonstrated ability to build and implement operational systems not just manage tasks

Preferred Qualifications
Experience in faith-based nonprofit or mission-driven publishing
Familiarity with hybrid publishing models (commercial ministry distribution)
Experience with metadata systems ONIX feeds and retail platform integrations
Exposure to global publishing translation and localization workflows
Experience scaling a publishing function or launching new initiatives

Key Competencies
Execution-Driven: Gets things done with precision and urgency
Highly Organized: Can manage complexity without losing detail
Builds scalable processes not one-off fixes
Strong Communicator
Ownership Mentality

Key Platforms & Systems
Keap CRM
Shopify
Amazon KDP
ACX
Airtable
Basecamp
Dropbox
ONIX / Metadata systems
Email marketing & Landing page builders