Publishing Operations Lead - Contracts & Payments

Equiliem; New York (NY); On-site; USD 108,000 - 116,000; Full time

Benefits offered by this job

Medical Insurance

Vision & Dental Insurance

Life Insurance

Matching 401(k)

Commuter Benefits

Employee Discounts & Rewards

Payroll Payment Options

Job summary

Equiliem’s Publishing Operations Manager in New York, NY oversees day-to-day operational infrastructure supporting authors, talent, and vendors, coordinating contracts, invoices, payments, tracking, and reporting with internal teams and external partners.

This on-site, full-time role requires strong organizational and communication skills, experience with financial workflows, and a proactive approach to optimize processes.

Qualifications

• 4 years of experience in publishing, entertainment, media, talent management, or related operational/business environment.
• Strong organizational and project-management skills with exceptional attention to detail.
• Experience managing multiple workflows, deadlines, and stakeholders simultaneously.
• Experience with invoices, payments, contracts, or other administrative financial processes.
• Strong proficiency with spreadsheets and databases; experience with Microsoft Office, Google Sheets, or similar platforms.
• Excellent written and verbal communication skills.
• Ability to communicate professionally and effectively with authors, agents, managers, vendors, and internal stakeholders.
• Strong follow-through and proactive approach to identifying and resolving issues.Ability to handle confidential information with discretion.
• Comfortable working independently while collaborating with cross-functional teams.
• Interest in and familiarity with the publishing industry and the business of books is strongly preferred.

Responsibilities

• Manage administrative operations for author and talent engagements, including contracts, onboarding, invoices, payments, and documentation.
• Coordinate contracts and agreements from initiation through execution with Legal, Editorial, Finance, and external representatives.
• Develop and maintain processes for author and talent setup, payment, invoicing, and financial workflows.
• Serve as the central contact for operational questions related to author and talent engagements.
• Maintain accurate records of contracts, contact information, payment details, invoices, and other key data.
• Manage intake, processing, tracking, and reconciliation of invoices and payments, resolving discrepancies with Finance.
• Own operational trackers and reporting systems, ensuring data integrity and providing regular updates on contracts, payments, expenses, milestones, and deadlines.
• Monitor contractual and operational milestones, flagging upcoming deadlines and outstanding obligations.
• Partner cross-functionally with Editorial, Finance, Legal, Production, Marketing, and other teams to maintain workflows and resolve issues.
• Identify opportunities to streamline processes and improve operational efficiency.

Skills

Project management

Attention to detail

Stakeholder management

Invoicing and contracts

Spreadsheets

Written and verbal communication

Tools

Excel

Google Sheets

Microsoft Office

Job description

Equiliem’s Publishing Operations Manager in New York, NY oversees day-to-day operational infrastructure supporting authors, talent, and vendors, coordinating contracts, invoices, payments, tracking, and reporting with internal teams and external partners.

This on-site, full-time role requires strong organizational and communication skills, experience with financial workflows, and a proactive approach to optimize processes.