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Overview:
Company: Harlequin Enterprises ULC
Department: Creative Operations
Reporting To: Manager, Digital Assets and Metadata
Status: Regular Full Time
Location: 22 Adelaide Street West, Toronto (hybrid)
Job Summary:
The Digital Assets Coordinator is responsible for coordinating the delivery of all digital assets for print and
eBook production straight through to printer or vendor. They maintain all print and eBook metadata that
feeds out via ONIX. They manage and maintain ISBN assignment for print and eBooks, and oversee the
company’s internal digital asset management (DAM) systems to ensure version control and efficient
workflow practices. They update and follow team SOPs (Standard Operating Procedures) to ensure
Harlequin’s quality and business standards are adhered to and preserved.
Text and ePub coordination (20%)
o Track and retrieve file assets from various departments (i.e. Editorial, Marketing,
Typesetting etc.) for internal delivery to (Typesetting, Proofreading, etc.) for reworks,
reprints, reissues and in-house frontlist ePub creation.
o Coordinate and deliver print-ready PDFs to printers for our North American. Australian
and UK Harlequin offices
o Coordinate and deliver assets to external supplier for backlist ePub production.
o Perform quality control (QC) checks of final print-ready PDFs and ePub files prior to
upload to printer or distribution vendor.
o Monitor print and ePub production workflows to ensure timely delivery of all completed
assets to online retailers (e.g. Amazon, Apple, B&N, Google, Kobo, etc.).
Print and eBook ONIX (25%)
o Maintain title information on Harlequin’s entire print and ebook catalogue via internal
system applications.
o Carry out daily metadata updates, including pricing, using in-house software applications
in time for the scheduled daily and weekly ONIX feeds.
o Resend title data out in ONIX after metadata updates have been applied.
o Release new covers and title information into ONIX ahead of publication date to help
build pre-orders.
o Troubleshoot and resolve metadata issues for print and eBook with online vendors such
as Apple, Amazon, B&N, Indigo and Kobo etc.
o QC daily ONIX and asset distribution and ingestion failures via automated reporting.
o Style, code (HTML), update and upload book descriptions (BCCs) for metadata purposes.
o Add and remove covers from embargo lists as requested.
o Review monthly reporting sent by retailers to address any outstanding online metadata
issues.
Manage ISBN assignment and price changes for print and eBooks (25%)
o Manage ISBN assignment and maintenance of all ISBN prefixes.
o Assign ISBNs for all new print and eBook titles as required.
o Maintain approved documentation of ISBN requests for SOX auditing purposes.
o Implement approved price changes as required and ensure correct documentation is
archived appropriately.
Oversee internal digital asset management (DAM) systems and workflows (30%)
o Ensure tight version control of all files in Cumulus.
o Review daily and weekly reports to ensure automated processes are working correctly.
o Troubleshoot any failed asset ingestions or distribution process issues.
o Strong knowledge of all DAM workflows, how they interrelate and the impact of these
workflows on the business.
o Identify areas of improvement regarding in-house systems and proprietary software and
escalate to manager for potential IT development.
About HarperCollins Canada and Harlequin
Harlequin is a leading publisher of commercial fiction and narrative nonfiction. We publish more than 100
titles a month that reach audiences globally. Encompassing highly recognizable imprints that span a broad
number of genres, we are home to many award-winning New York Times and USA TODAY bestselling
authors. Harlequin is a division of HarperCollins Publishers, the second-largest consumer book publisher
in the world. Through HarperCollins’s global publishing program, Harlequin titles are published in 17
countries and 16 languages.
Known worldwide for the quality of its list, HarperCollins Canada is the proud home of many bestselling
and award-winning authors, including Esi Edugyan, Heather O’Neill, and Lawrence Hill. It is our vision to
publish the best books of our generation and to work with authors over the length and breadth of their
careers. Our authors are at the centre of everything we do. In addition to the Canadian publishing
program, HarperCollins Canada is responsible for the sales, marketing, and publicity of HarperCollins titles
from around the globe.
Company: Harlequin Enterprises ULC
Department: Creative Operations
Reporting To: Manager, Digital Assets and Metadata
Status: Regular Full Time
Location: 22 Adelaide Street West, Toronto (hybrid)
We celebrate and support the differences that make each of us unique, striving to create a
welcoming workplace that ensures everyone has a voice and are able to do their best work. We
welcome all applicants, including those who identify with groups that are traditionally
underrepresented in the publishing industry including, but not limited to, Black, Indigenous, and
people of colour, and members of the LGBTQIA2S+ community, and persons with disabilities.
Join us, and share your story.
Job Summary:
The Digital Assets Coordinator is responsible for coordinating the delivery of all digital assets for print and
eBook production straight through to printer or vendor. They maintain all print and eBook metadata that
feeds out via ONIX. They manage and maintain ISBN assignment for print and eBooks, and oversee the
company’s internal digital asset management (DAM) systems to ensure version control and efficient
workflow practices. They update and follow team SOPs (Standard Operating Procedures) to ensure
Harlequin’s quality and business standards are adhered to and preserved.
Responsibilities:
Text and ePub coordination (20%)
o Track and retrieve file assets from various departments (i.e. Editorial, Marketing,
Typesetting etc.) for internal delivery to (Typesetting, Proofreading, etc.) for reworks,
reprints, reissues and in-house frontlist ePub creation.
o Coordinate and deliver print-ready PDFs to printers for our North American. Australian
and UK Harlequin offices
o Coordinate and deliver assets to external supplier for backlist ePub production.
o Perform quality control (QC) checks of final print-ready PDFs and ePub files prior to
upload to printer or distribution vendor.
o Monitor print and ePub production workflows to ensure timely delivery of all completed
assets to online retailers (e.g. Amazon, Apple, B&N, Google, Kobo, etc.).
Print and eBook ONIX (25%)
o Maintain title information on Harlequin’s entire print and ebook catalogue via internal
system applications.
o Carry out daily metadata updates, including pricing, using in-house software applications
in time for the scheduled daily and weekly ONIX feeds.
o Resend title data out in ONIX after metadata updates have been applied.
o Release new covers and title information into ONIX ahead of publication date to help
build pre-orders.
o Troubleshoot and resolve metadata issues for print and eBook with online vendors such
as Apple, Amazon, B&N, Indigo and Kobo etc.
o QC daily ONIX and asset distribution and ingestion failures via automated reporting.
o Style, code (HTML), update and upload book descriptions (BCCs) for metadata purposes.
o Add and remove covers from embargo lists as requested.
o Review monthly reporting sent by retailers to address any outstanding online metadata
issues.
Manage ISBN assignment and price changes for print and eBooks (25%)
o Manage ISBN assignment and maintenance of all ISBN prefixes.
o Assign ISBNs for all new print and eBook titles as required.
o Maintain approved documentation of ISBN requests for SOX auditing purposes.
o Implement approved price changes as required and ensure correct documentation is
archived appropriately.
Oversee internal digital asset management (DAM) systems and workflows (30%)
o Ensure tight version control of all files in Cumulus.
o Review daily and weekly reports to ensure automated processes are working correctly.
o Troubleshoot any failed asset ingestions or distribution process issues.
o Strong knowledge of all DAM workflows, how they interrelate and the impact of these
workflows on the business.
o Identify areas of improvement regarding in-house systems and proprietary software and
escalate to manager for potential IT development.
Qualifications:
- 2-5 years’ experience in a Publishing, Pre-Press or Digital Content environment
- Knowledge of digital publishing and ePub format an asset
- Knowledge of metadata and book ONIX an asset
- Excellent verbal and written communication skills
- Strong attention to detail
- Exceptional organizational skills and ability to manage multiple priorities
- Investigative problem solving skills
- Team-oriented and flexible/adaptable
- Strong Mac proficiency is a requirement
- Proficient in Microsoft Office (Word, Excel, Outlook)
What’s in It For You?
- The opportunity to be part of a company on the leading edge of publishing, working with a very
talented team and exceptional books
- Summer Hours from late May to early September
- Remote work, flexible start/stop times
- Paid time off days and vacation allotment, starting at three weeks
- Flexible benefit plans to fit your needs and pension matching
- Various virtual social activities to keep you connected – we love trivia!
- Virtual author events and access to discounted books
- Working with passionate people!
About HarperCollins Canada and Harlequin
Harlequin is a leading publisher of commercial fiction and narrative nonfiction. We publish more than 100
titles a month that reach audiences globally. Encompassing highly recognizable imprints that span a broad
number of genres, we are home to many award-winning New York Times and USA TODAY bestselling
authors. Harlequin is a division of HarperCollins Publishers, the second-largest consumer book publisher
in the world. Through HarperCollins’s global publishing program, Harlequin titles are published in 17
countries and 16 languages.
Known worldwide for the quality of its list, HarperCollins Canada is the proud home of many bestselling
and award-winning authors, including Esi Edugyan, Heather O’Neill, and Lawrence Hill. It is our vision to
publish the best books of our generation and to work with authors over the length and breadth of their
careers. Our authors are at the centre of everything we do. In addition to the Canadian publishing
program, HarperCollins Canada is responsible for the sales, marketing, and publicity of HarperCollins titles
from around the globe.
HarperCollins Canada and Harlequin are Equal Opportunity Employers committed to
equal employment opportunities. Employment decisions are based on job requirements and the skills,
knowledge, and experience of the candidate, regardless of any other factors unrelated to job
performance. We are also committed to ensuring that the accessibility needs of candidates and employees are
considered and accommodated during the recruitment process. We thank all applicants for their interest, however, only those candidates selected for an interview will be contacted.
