Book Production & Project Coordinator

Department: Books

Employment Type: Full-Time

Experience: 3+ Years

Industry: Art, Culture, Publishing, Media & Creative

About Arts to Hearts Project

Arts to Hearts Project is a global platform for artists, bringing together books, magazines, creative

projects, and opportunities that connect artists with a wider audience.

About the Role

We are looking for a highly organised and detail-oriented Book Production & Project Coordinator to

manage the end-to-end coordination of our book projects.

The role involves working closely with designers, editors, artists, marketing, and internal teams to ensure

every book moves smoothly from planning to final delivery while maintaining quality, timelines, and

consistency.

Key Responsibilities

● Own and coordinate multiple book projects simultaneously.

● Maintain project timelines, task lists, deadlines, and deliverables.

● Track the progress of each book from initial planning to final delivery.

● Follow up with concerned team members to ensure deadlines are met.

● Identify delays or dependencies and escalate them when required.

Design & Production Coordination

● Coordinate with designers on book layouts, covers, spreads, typography, page numbers, headers,

footers, QR codes, and other book elements.

● Review design files and ensure they follow the required references, guidelines, and project

requirements.

● Ensure references are used for direction and inspiration without directly copying existing designs.

● Coordinate revisions and maintain version control of files.

● Conduct basic quality checks before files move to the next stage.

SOP & Process Management

● Create, maintain, and improve SOPs for the complete book production process.

● Maintain standard checklists for different stages of book production.

● Ensure team members follow agreed processes and timelines.

● Document recurring issues, dependencies, and process improvements.

● Maintain central project documentation and trackers.

Team Coordination

● Work closely with Designers, Editors, Marketing, Operations, and other stakeholders.

● Clearly communicate tasks, deadlines, feedback, and changes.

● Ensure feedback is consolidated before sharing it with the concerned team member.

● Maintain clear ownership and reporting within the book team.

Quality & Final Review

● Conduct pre-final checks for layouts, content placement, page numbering, QR codes, headers,

footers, links, and other required elements.

● Ensure all required components are included before final approval.

● Coordinate final review and approval with the concerned stakeholders.

● Ensure final files are properly organised and ready for publishing/distribution.

Key Skills

● Strong project coordination and organisational skills.

● Good understanding of book design and publishing workflows.

● Strong attention to detail.

● Ability to manage multiple projects and deadlines.

● Good communication and follow-up skills.

● Experience working with creative/design teams.

● Ability to create and maintain SOPs and trackers.

● Good understanding of Adobe InDesign and other relevant design tools is preferred.

● Strong documentation and file-management skills.

● Ability to identify gaps and proactively solve problems.

What We're Looking For

● Someone who can independently take ownership of book projects.

● Someone who is comfortable coordinating with multiple stakeholders.

● Someone who can balance creativity with process and timelines.

● Someone who notices small details and ensures work is production-ready.

● Someone who can build structure around creative workflows rather than simply following tasks.

Preferred Experience

Experience in publishing, book production, editorial production, creative project management, or working

with design teams will be preferred.