Production Coordinator
We are seeking a highly organized and detail-oriented Production Coordinator to join our team. As a key member of our production department, you will play a crucial role in supporting the end-to-end production workflow for titles from approved costing through to the warehouse.
Key Responsibilities:
* Print-on-demand Support: Set up and maintain print-on-demand (POD) processes to ensure titles remain available and compliant.
* Financial Control: Process invoices promptly and reconcile against approved budgets in our tracking system, flagging any variances or missing documentation early.
* Administration and Workflow: Create job sheets for pre-press, typesetting, and design; assist with file uploads as needed; maintain tidy, searchable records.
* Data and Systems Integrity: Enter specifications from signed costings; load approved budget numbers; keep delivery information up to date.
* Metadata Management: Review and coordinate accurate metadata to key suppliers, including print-on-demand partners; assign and verify ISBNs and barcodes; provide backup on order forms and metadata for publishing operations coordinators.
* Forward Planning and Visibility: Produce the monthly forward planning report and maintain clear status/exception reports to keep stakeholders informed.
* Reading Copies: Track schedules, confirm when reading copies arrive in the warehouse, notify relevant parties, and resolve any issues with quantities, labeling, or delivery.
* Coordination: Book and track couriers in and out for proofs, reading copies, and other materials; ensure timely, documented movements with PODs where required.
* Archiving: Send archive copies to our warehouse and maintain a tidy, searchable record of files and physical materials.
* Reporting and Communication: Deliver regular and ad-hoc reports; liaise across publishing, design, sales, warehouse, and suppliers; escalate risks early and keep stakeholders aligned.
Requirements:
* A minimum of one year's experience in publishing, production, operations, or transferable administrative experience in print, creative industries, or planning.
* Pre-press basics: understand the steps between design, typesetting, and print; apply file naming/version control; perform simple PDF checks (e.g., PDF/X awareness).
* Diligence and organisational skills with file management and understanding of digital file types and formats.
* Systems: confident with Microsoft 365 (Excel data entry, filters, basic lookups, shared trackers), SharePoint/Teams.
* Qualifications: TAFE Certificate III/IV or diploma in publishing, communications, print/graphic arts, business administration, or similar, or equivalent experience.
* Software proficiency: Adobe Creative Cloud software exposure/experience advantageous, with a willingness to learn new software knowledge and skills for technical understanding and to assist with digital file transfer, as and when required.
* Metadata basics: short courses in ONIX/metadata useful.
* Communication: clear, courteous written and verbal communication; confidence in consulting with internal teams, suppliers, and warehouse.
* Organisation and time management: ability to juggle multiple tasks, meet cut-offs, prioritise with guidance, and maintain a high diligence and data accuracy.
* Problem-solving and escalation: proven ability to spot obvious issues (missing data, date clashes, delivery problems), suggest simple fixes, and escalate with context when needed.