Publishing Project Specialist

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