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Production Coordinator (contract)

We are seeking a Production Coordinator to join the Publishing in several capacities. Working in a team environment, the Production Coordinator is responsible for coordinating print and web publishing jobs.

Reporting to the Associate Director, Publishing, this is a full-time maternity leave replacement and is available as of early October 2017. This position is located in Ottawa.

The ideal candidate for this position will be exceptionally well organized, with strong attention to detail; have strong communication and computer skills; and possess a disciplined and dedicated work ethic. The ability to ramp up quickly, and be flexible, resourceful, and responsive in our fast-paced, deadline-driven environment is essential. Previous experience in a publishing environment is an asset.

Principal Duties

  • Coordinate publishing jobs from start to finish, including reviewing job requests to ensure correctness and completeness, assigning projects to publishing team members (internal and external), tracking progress to ensure that all deadlines are met, and communicating progress with internal clients and stakeholders.
  • Act as a key contact for publishing tasks and participate in client meetings as required.
  • Respond promptly to e-mails and phone messages from clients and publishing team.
  • Provide estimates and production schedules as requested.
  • Proactively communicate potential issues (e.g., scheduling, pricing, electronic files) to all appropriate team members and clients.
  • Communicate with suppliers regarding stock, shipping/delivery, and quotes.
  • Process publishing department invoices in a timely and accurate manner.
  • Maintain and update the publishing project management tool and Research Tracking Tool.
  • Discuss unique client requests and corporate branding issues with the Publishing Manager.

Skills & Qualifications

  • A minimum of two years’ experience in a project coordination or senior administrative role.
  •  Post-secondary education (university degree or college diploma) with experience in the areas of publishing, communications and/or graphic design agency work.
  • Strong technical skills in an MS Office environment with a focus on MS Outlook, Excel, and file management in Windows Explorer.
  • Demonstrated ability to develop effective relationships with team members, staff, and suppliers.
  • Outstanding organizational skills, including the proficiency to handle multiple and changing priorities, the ability to work under pressure, and a willingness to take initiative.
  • Strong verbal and written communication skills.
  • Fluency in English and French is an asset.


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