Publishing Operations Manager

Cypress HCM; New York (NY); On-site; USD 60,000 - 85,000; Full time

Job summary

Cypress HCM is seeking a detail-oriented Operations Specialist to manage day-to-day administrative operations for author and talent engagements, including contracts, onboarding, invoices, and related documentation. You will coordinate contracts from initiation to execution with Legal, Editorial, Finance, and external representatives to ensure timely completion and follow-up.

This role requires strong organizational skills, confidentiality, and the ability to collaborate across teams to keep

Qualifications

• 4+ years in publishing, entertainment, media, or related ops.
• Excellent organizational and project-management skills.
• Experience managing multiple workflows, deadlines, and stakeholders.
• Experience with invoices, payments, contracts, or related admin processes.
• Strong proficiency with spreadsheets and databases; MS Office/Google Sheets.

Responsibilities

• Manage the day-to-day 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 reps to ensure timely completion.
• Develop and maintain efficient processes for author and talent setup, payment, invoicing, and recurring financial workflows.
• Serve as the central point of contact for operational questions related to author and talent engagements, coordinating information across teams and partners.
• Maintain accurate records of contracts, contact information, payment details, invoices, and key data.
• Manage intake, processing, tracking, and reconciliation of invoices and payments with Finance to resolve discrepancies.
• Own operational trackers and reporting systems, providing regular reporting on contracts, payments, expenses, milestones, deadlines, and activities.
• Monitor milestones, flag upcoming deadlines, outstanding obligations, and issues requiring attention.
• Partner cross-functionally with Editorial, Finance, Legal, Production, Marketing to keep workflows on track.
• Identify opportunities to streamline processes and increase operational efficiency as the imprint grows.

Skills

Operational management

Project management

Contracts & invoicing

Stakeholder coordination

Spreadsheet/database proficiency

Communication skills

Confidentiality

Independent work with cross-functional

Tools

Microsoft Office

Google Sheets

Job description

• Monday through Friday, 9:00 AM to 6:00 PM

Job Description

• Manage the day-to-day administrative operations for author and talent engagements, including contracts, onboarding, invoices, payments, and related documentation.
• Coordinate contracts and agreements from initiation through execution, partnering with Legal, Editorial, Finance, and external representatives to ensure timely completion and follow-up.
• Develop and maintain efficient processes for author and talent setup, payment, invoicing, and other recurring financial workflows.
• Serve as the central point of contact for operational questions related to author and talent engagements, coordinating information and documentation across internal teams and external partners.
• Maintain accurate, organized records of contracts, contact information, payment details, invoices, and other key author and talent data.
• Manage the intake, processing, tracking, and reconciliation of invoices and payments, working with Finance to resolve discrepancies, delays, and outstanding items.
• Own operational trackers and reporting systems, ensuring data integrity and providing regular reporting and updates on contracts, payments, expenses, milestones, deadlines, and other key activities.
• Monitor contractual and operational milestones, proactively flagging upcoming deadlines, outstanding obligations, and issues requiring attention.
• Partner cross-functionally with Editorial, Finance, Legal, Production, Marketing, and other teams to keep operational workflows on track and resolve issues efficiently.
• Identify opportunities to streamline processes, improve systems, and increase operational efficiency as the imprint grows.

Qualifications

• 4+ years of experience in publishing, entertainment, media, talent management, or a 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 tools such as 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 a proactive approach to identifying and resolving outstanding issues.
• Ability to handle confidential information with discretion.
• Comfortable working independently while collaborating closely with a cross-functional team.
• Interest in and familiarity with the publishing industry and the business of books is strongly preferred.