Metadata Coordinator

The Metadata Coordinator supports the day-to-day execution of metadata and digital-asset workflows for books and calendars, under the direction of the Senior Manager, Editorial Operations. Working to established standards, the Coordinator enters and maintains metadata in Title Management, prepares and delivers digital assets, and helps keep the internal review and external delivery processes on schedule.

The role works closely with editors, sales, and marketing to ensure that consumer-facing content and assets are accurate, complete, and delivered on time. Standards, approvals, and cross-functional priorities are set by the Senior Manager; the Coordinator executes against them and escalates issues as they arise.

ESSENTIAL RESPONSIBILITIES

Metadata

• Enter and maintain metadata in Title Management to established standards - sales handles, descriptions, key selling points, keywords, and related fields - working from editor inputs.
• Support the internal metadata review cycle: schedule reviews, track status, and follow up to keep titles moving.
• Prepare approved metadata for delivery to distribution partners (Simon & Schuster, Hardie Grant, Flame Tree) and deliver on the schedule set by the Senior Manager.
• Route metadata approvals to editors and confirm sign-off before release.
• Help coordinate the logistics of quarterly launch meetings.
• Flag data gaps, inconsistencies, or delivery risks to the Senior Manager for resolution.

Digital Assets

• Upload final cover and sample interior images for books and calendars to Title Management.
• Create and upload search-inside-the-book files.
• Receive and fulfill image requests from sales and marketing.
• Prepare images for catalogs (e.g., rounded corners, spirals, combined spreads) and create basic 3D product assets for websites.
• Purchase and download stock images for the design team, maintaining records and invoice approvals.
• Maintain, organize, update, and archive the publishing group’s digital asset library.
• Track and deliver sales conference materials; take minutes at weekly jacket-review meetings.

ESSENTIAL SKILLS

• Excellent organizational skills and attention to detail.
• Strong time-management skills and the ability to meet deadlines and keep others on track.
• Detail- and process-oriented; highly organized, flexible, and team-oriented.
• Working knowledge of Adobe Creative Suite, with photo-editing skills to crop and manipulate images and create simple 3D product assets.
• Ability to review content with an editorial and design eye.
• Strong interpersonal skills; works well under direction and as an effective part of a team.
• Conscientious self-starter able to prioritize and complete routine work independently.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in journalism, communications, English, or equivalent experience.
• Entry-level; up to one year of professional or internship experience, with digital delivery of content preferred.
• Working knowledge of Apple computers.
• Working knowledge of Microsoft Office - Word, Excel, and PowerPoint.
• Basic knowledge of Photoshop and InDesign.