Publications Coordinator

The Publications Coordinator serves as key contact person and coordinator for assigned publication(s), and/or performs a variety of editorial duties: editing, formatting, document production and assembly, distribution and mailings, and ensuring consistency throughout documents using established in-house style guide and/or style defined by public agencies or clients. Performs publications-related project management, including following up on weekly publications schedule, coordination of tasks related to publications and document production, and adhering to defined budgets and schedules. Works independently with minimal supervision in a fast-paced work environment and is able to manage multiple priorities

Responsibilities and Duties

Primary Responsibilities

Publications Coordinator
  • Participate in weekly production meetings to identify and coordinate publications workload and identify tasks to meet schedule requirements and deadlines.

  • Interface with project managers and technical staff to identify and determine specific tasks/activities publications and production needs for each project and deliverable, and coordinate details for project deliverables through completion.

  • Anticipate, report, and prevent, to a feasible extent, any disruptions, conflicts, or outside influences that could impact timely project deliverables or internal deadlines.

  • Organize and track publications requests; monitor tasks and provide real-time updates to staff as appropriate using SharePoint or other means.

  • Coordinate schedule and budget assignments from Project Managers for publications staff, and schedule resources as needed to meet schedule and budget requirements.

  • Update Publications Processes and Protocols as necessary to meet changing demands and structures. Educate, coach, and mentor staff on Publications Processes and Protocols.

  • Knowledgeable of the continually evolving methods of distribution and publication methods associated with environmental review and in accordance with the CEQA Guidelines.

  • Responsible for coordinating and ensuring completion of quality assurance (QA) and quality control (QC) of publications work efforts and documents.

  • Coach and train team members on use of templates, styles, global terms, and formatting principles to ensure consistency and produce high-quality documents efficiently.

  • Track and review publications costs forms for billable production services.

  • Editing/Formatting/Document Production

  • Proof and edit technical documents including covers and distribution materials, Meridian electronic notifications (email blasts, mailers, etc.), website content, and all other assigned material – check for basic grammar and punctuation as well as consistency with our in-house style guide and/or client style preferences.

  • Create and manage project global lists, as necessary, and coordinate internal compliance.

  • Coordinate with project managers (at least weekly and as needed) and other technical staff on all legal requirements for project distribution (including notices) and ensure completion.

  • Command and knowledge of document production and assembly.

  • Arrange and coordinate as needed couriers, deliveries, postage, FedEx and other services necessary for document distribution, notice filings and mailings.

Secondary Responsibilities

Administrative
  • Serve as a back-up to administrative staff with light duties such as filing, putting away supplies, answering the phones, scanning in large documents, etc.

  • Coordinate troubleshooting and maintenance/repair of copiers on lease.

  • Track and update tracking and filing of employee auto insurance.

  • Track and update subcontractor W-9 and insurance certificates.

  • Scan and electronically file A/P documents.

  • Set up projects in Replicon and SharePoint for project managers.

  • Compile publications costs on monthly basis to support preparation of invoices.

  • Prepare monthly billing packets to be distributed to project managers.

  • Ad-hoc assignments including but not limited to SharePoint administration, and database maintenance

  • Use workload planning tools (SharePoint) to keep team apprised of status of tasks.

Required Skills

  • Able to:

    • Manage documents and version control in a cloud-based environment.

    • Work in a team environment and collaborate efficiently.

    • Communicate effectively.

    • Multi-task and handle multiple projects at the same time.

    • Prioritize tasks and workload according to budget and deadlines.

    • Work independently with limited supervision.

    • Work well under pressure and strict deadlines.

    • Use a punch and binding machine, large color copier, and CD replicator.

 

  • Highly organized and detail oriented.

  • Willing to work more than regular scheduled hours or overtime.

  • Motivated and have a “can-do” attitude.

  • Be resourceful and solution-oriented.

  • Proficient in Microsoft Word and Excel and willing to learn other office or web-based programs.

  • Proficient in desktop publishing software, and a strong familiarity with Adobe (Acrobat, Illustrator) and Chicago Manual of Style.

Qualifications

  • Excellent command of the English language.

  • Writing, copy editing, and proofreading experience.

  • Excellent communication and interpersonal skills.

Education

  • Bachelor's degree in English, journalism, or related field preferred.

Compensation and Benefits

Meridian Consultants offers competitive salaries and benefits, including medical, dental, vision, and life insurance. We maintain profit sharing and 401k programs, and have opportunities for ownership participation. Compensation is determined at the time of hiring and will be commensurate with experience.

Please fill out our online application by clicking on the button below. Be sure to include a cover letter along with your resume.

Meridian Consultants is committed to creating a diverse environment and is proud to be an EEO/AA employer. We invite resumes from all interested and qualified candidates including women, minorities, veterans, and persons with disabilities.