Key Responsibilities and Required Skills for E-Publishing Coordinator

🎯 Role Definition

Are you passionate about bringing books to life in the digital world? This role requires a highly organized and tech-savvy E-Publishing Coordinator to join our innovative publishing team. In this pivotal role, you will be the central hub for our entire digital production workflow, ensuring our e-books are flawlessly produced, meticulously managed, and successfully distributed across a global network of retail partners. You will collaborate with editorial, design, and marketing teams to shepherd titles from manuscript to market, guaranteeing a high-quality reading experience for our audience on all major e-reader devices and platforms. This is a fantastic opportunity for someone with a keen eye for detail and a deep understanding of the digital publishing landscape to make a significant impact.

📈 Career Progression

Typical Career Path

Entry Point From:

Publishing Assistant
Editorial Assistant
Production Assistant
Digital Asset Coordinator

Advancement To:

Senior E-Publishing Coordinator
Digital Production Manager
E-Publishing Strategist
Digital Operations Manager

Lateral Moves:

Digital Marketing Specialist
Metadata Manager
Content Management Specialist

Core Responsibilities

Primary Functions

Manage the end-to-end digital production schedule for a high volume of new and backlist titles, ensuring timely delivery to all digital retail and distribution partners.
Coordinate the conversion of manuscript files (e.g., InDesign, Word, PDF) into high-quality, reflowable ebook formats, primarily EPUB and MOBI/KF8.
Perform rigorous, multi-device quality assurance (QA) checks on all final ebook files to identify and correct formatting, typographical, and functional errors before distribution.
Oversee the ingestion, management, and distribution of digital assets and associated metadata to a wide range of platforms, including Amazon KDP, Apple Books, Kobo, and IngramSpark.
Act as the primary point of contact for troubleshooting and resolving complex technical issues related to file formatting, metadata delivery, and platform-specific validation errors.
Collaborate closely with editorial, cover design, and production departments to ensure all necessary components are ready for the digital conversion and publication process.
Meticulously review, enhance, and optimize ONIX metadata, including BISAC codes, keywords, and product descriptions, to maximize discoverability and sales potential on retail sites.
Maintain a comprehensive digital archive of final production files, ensuring proper version control and asset organization for future use and updates.
Manage the distribution of digital Advance Reader Copies (ARCs) to reviewers, influencers, and media contacts through platforms like NetGalley and Edelweiss.
Implement and manage Digital Rights Management (DRM) settings for all titles in accordance with author contracts and company policy.
Stay abreast of evolving industry standards, including EPUB3 specifications, accessibility guidelines (WCAG), and new e-reader device requirements.
Coordinate the creation and quality control of Print-on-Demand (POD) files, managing their distribution and availability through relevant channels.
Communicate project statuses, potential risks, and production timelines clearly and proactively to all internal and external stakeholders.
Develop and maintain standard operating procedures (SOPs) and best-practice documentation for the e-publishing workflow to improve efficiency and consistency.
Handle the setup and execution of price promotions, pre-orders, and metadata updates across multiple retail accounts in coordination with the sales and marketing teams.
Manage relationships and communication with external conversion vendors and key digital distribution partners to ensure smooth operations and service quality.
Provide technical guidance and support to authors and internal staff regarding ebook formats, distribution processes, and digital publishing best practices.
Liaise with the rights and contracts department to ensure all digital editions are created and distributed in full compliance with granted territories and rights.
Prepare and analyze regular reporting on digital sales and distribution performance to identify trends, issues, and opportunities for growth.
Supervise the digital conversion process for complex titles, such as those with heavy illustration, fixed-layout requirements, or enhanced multimedia features.

Secondary Functions

Support sales and marketing teams with ad-hoc reporting and analysis on digital title performance and channel trends.
Contribute to the evolution of the organization's digital workflow strategy by researching and recommending new tools and technologies.
Collaborate with the IT and web development teams to ensure seamless integration between internal systems and external distribution platforms.
Participate in team meetings and cross-departmental planning sessions to represent the digital production function and align on priorities.

Required Skills & Competencies

Hard Skills (Technical)

Ebook Formats: Deep understanding of EPUB2, EPUB3, and MOBI/KF8 formats, including fixed-layout and reflowable standards.
HTML/CSS: Strong proficiency in HTML and CSS for manual coding, editing, and troubleshooting of ebook files.
Adobe Creative Suite: Experience with Adobe InDesign for file export and preparation; familiarity with Photoshop and Acrobat is a plus.
Metadata Standards: Working knowledge of ONIX for Books and best practices for creating and managing bibliographic metadata.
Distribution Platforms: Hands-on experience with major digital distribution and self-publishing platforms (e.g., Amazon KDP, IngramSpark, Apple Books Connect, Kobo Writing Life).
QA & Validation: Familiarity with ebook validation tools (e.g., EPUBCheck) and performing QA across multiple devices (Kindle, iPad, Kobo e-readers).
XML: Basic understanding of XML structure and its role in the publishing workflow.
Project Management Software: Proficiency using tools like Asana, Trello, Jira, or similar software to manage complex production schedules.
Microsoft Excel: Intermediate to advanced skills for data manipulation, reporting, and schedule management.
Digital Asset Management (DAM): Experience with DAM systems for organizing and archiving final production files.

Soft Skills

Attention to Detail: Meticulous and precise, with an ability to spot minor errors in code, text, and layout that others might miss.
Problem-Solving: A natural troubleshooter who can systematically diagnose and resolve technical and logistical challenges.
Organization & Time Management: Exceptional ability to prioritize tasks, manage multiple projects simultaneously, and consistently meet tight deadlines.
Communication: Clear, concise, and professional written and verbal communication skills for interacting with internal teams, authors, and external vendors.
Collaboration: A strong team player who thrives in a collaborative environment and can work effectively across different departments.
Adaptability: Flexible and able to pivot quickly in response to changing priorities, technologies, and market demands.
Proactive & Self-Motivated: A self-starter who takes initiative, anticipates needs, and works independently to drive projects forward.

Education & Experience

Educational Background

Minimum Education:

Bachelor's degree or equivalent professional experience.

Preferred Education:

Bachelor's degree with a certificate in publishing or a related technical field.

Relevant Fields of Study:

English, Communications, Publishing, Library Science, Graphic Design, Computer Science

Experience Requirements

Typical Experience Range:

2-4 years of experience in a digital production or publishing operations role.

Preferred:

Direct experience in ebook production and distribution within a trade book publishing house.
Experience managing vendor relationships for file conversion and other digital services.