Publications Coordinator

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.

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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.

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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.