Coordinator, Managing Editorial

Company: Harlequin Enterprises ULC

Job Title: Coordinator, Managing Editorial

Department: Managing Editorial, Creative Operations

Status: Regular Full Time

Location: 22 Adelaide Street West, Toronto (hybrid model)

We celebrate and support the differences that make each of us unique, striving to create a welcoming workplace that ensures everyone has a voice and is able to do their best work. We welcome all applicants, including those who identify with groups that are traditionally underrepresented in the publishing industry including, but not limited to, Black, Indigenous, people of colour, members of the LGBTQIA2S+ community, and persons with disabilities.

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Job Summary:

The primary objectives of the Managing Editorial Coordinator are:

• To support the flow of editorial materials between the Production and Editorial departments (including other related functions within Retail, DTC, Art and IT), and between internal Editorial staff and freelancers, ensuring that materials are delivered on a timely basis;
• To follow through with and implement new systems, procedures, schedules, logs and other monitoring and reporting practices;
• To acquire a competent corps of freelancers and coordinate freelance editorial assignments to supplement editorial staff.

Duties and Responsbilities 

These objectives are achieved under the direction of the Managing Editor, and with specific responsibility for performing these tasks for materials sourced in the local office.

• Stable Production: Assume all responsibility for coordinating editorial activity within the local office, monitor workflow and ensure on-time turnaround for assigned imprints. Communicate, liaise and follow up with Editorial, Managing Editorial and Production to ensure scheduling information is accurate, to advise on program changes, and to implement workflow improvements in order to promote on-time delivery of materials. [30%]
• Freelance Coordination: Coordinate Editorial freelance activity by issuing and logging assignments and processing invoices, onboarding via Risk Center, issuing contracts, and providing feedback and product and submission guidelines to freelancers. The MEC is responsible for providing technical support for internal system applications, including onboarding, training, and troubleshooting, and for soliciting assignments and feedback from Editorial, to assess quality of freelancer work. [30%]
• Trafficking Materials and Logging: Work extensively with Excel, to update and maintain accurate tracking logs for freelance assignments and key Editorial delivery dates, using internal systems and reports to capture and communicate up-to-date scheduling information. Ensure HERS schedules are complete and finalized in a timely manner, to support on-time delivery to production and per retailer and ONIX requirements. [15%]
• Database Support: Use in-house database systems (SMART, eMAP and HERS) to process editorial materials, issue official schedules, set up new freelancer accounts, and assign SMART notifications. As internal resource point of contact with primary responsibility for the SMART database within the ME team, provide in-house database systems support, participate in system testing, and assist in developing appropriate training materials and providing in-house and freelancer training as required to support evolving business needs. Address the needs of Editorial and other departments by escalating and resolving issues as it relates to these systems. [20%]
• Special Projects: Support the Managing Editor on special projects as needed. [5%]

Qualifications

Specific training or job experience required before appointment includes:

• A. or equivalent.
• Minimum 2 years previous experience in publishing, with an emphasis on trade book production.
• Solution-oriented and technical.
• PC literacy, with experience in a variety of programs, including proficiency in Microsoft Office (particularly Word and Excel).
• Strong verbal and written communication skills and attention to detail.
• Excellent planning and organizing skills.
• Ability to work independently and collaboratively.
• Ability to manage high volume of materials in fast-paced environment.

What's in It For You?

• The opportunity to be part of a company on the leading edge of publishing, working with a very talented team and exceptional books
• Hybrid work, flexible start/stop times
• Vacation time starting at 3 weeks (prorated based on start date)
• Author events and access to discounted books
• Working with passionate people!

About HarperCollins Canada and Harlequin

Harlequin is a leading publisher of commercial fiction and narrative nonfiction. We publish more than 100 titles a month that reach audiences globally. Encompassing highly recognizable imprints that span a broad number of genres, we are home to many award-winning New York Times and USA TODAY bestselling authors. Harlequin is a division of HarperCollins Publishers , the second-largest consumer book publisher in the world. Through HarperCollins’s global publishing program, Harlequin titles are published in 17 countries and 16 languages.

Known worldwide for the quality of its list, HarperCollins Canada is the proud home of many bestselling and award-winning authors, including Esi Edugyan, Heather O’Neill, and Lawrence Hill. It is our vision to publish the best books of our generation and to work with authors over the length and breadth of their careers. Our authors are at the centre of everything we do. In addition to the Canadian publishing program, HarperCollins Canada is responsible for the sales, marketing, and publicity of HarperCollins titles from around the globe.

HarperCollins Canada and Harlequin are Equal Opportunity Employers committed to equal employment opportunities. Employment decisions are based on job requirements and the skills, knowledge, and experience of the candidate, regardless of any other factors unrelated to job performance.

We are also committed to ensuring that the accessibility needs of candidates and employees are considered and accommodated during the recruitment process.

We thank all applicants for their interest, however, only those candidates selected for an interview will be contacted.