Studio Operations Coordinator (Book Design Studio – Full-time, Remote)

About Us
We are a small, independent graphic design studio specializing in book cover and interior design. We work with publishers and self-published authors worldwide and collaborate with a distributed team of experienced designers.

We are looking for a reliable, detail-oriented operations coordinator to support our day-to-day workflow and keep projects moving smoothly. This role is execution-focused and suited for someone who enjoys structured work, consistency, and clear processes.

The Role
You will handle daily operational tasks that support client communication, project coordination, and internal follow-ups. Most tasks follow clear templates and established workflows. This is a long-term, stable role focused on execution rather than rapid career acceleration or management growth.

Key Responsibilities
1. Client & Communication Operations
- Respond to client inquiries using provided templates (email, Reedsy, website forms)
- Prepare and send quotations and invoices accurately and on time
- Follow up with clients when responses or actions are pending
- Flag critical or unusual issues for escalation
2. Project & Workflow Coordination
- Set up projects in our project and file management systems
- Follow up with designers on timelines and deliverables
- Ensure information flows smoothly between clients and designers
- Track progress and keep projects moving forward
3. Administrative & Finance Support
- Prepare and organize invoice and expense documentation for accounting
- Support invoice tracking and payment follow-ups
- Maintain organized digital records
4. Operational & Reporting Support
- Collect and organize basic operational data related to client communication, project coordination, and production tracking.
- Maintain simple records and summaries to support internal reporting when needed.
- Assist with basic research or comparisons of tools when requested, following clear guidelines.
- Gather and relay feedback from clients and team members without owning or driving process changes.

What This Role Is (and Is Not)
- IT IS execution-focused, structured, and process-driven.
- IT IS e suited for someone who values stability and clarity.
- It is NOT a strategic, leadership, or management role.
- It is NOT a fast-growth or system-redesign position.

Skills & Experience
- 1.5–3 years experience in operations, coordination, admin, or similar roles
- Strong written English (clear, professional, concise)
- Excellent attention to detail and follow-through
- Comfortable working with repetitive, time-based tasks
- Able to work independently in a remote setup
- Experience in a design studio, creative agency, or publishing environment is a plus.

Tools (experience preferred):
- Project management tools (e.g. ActiveCollab or similar)
- Cloud file systems (Dropbox or similar)
- Invoicing / accounting tools (Xero, QuickBooks, or similar)

Contract & Compensation
- Full-time, long-term independent contractor
- Fixed monthly compensation: USD 800–950, depending on experience
- Contractor is responsible for local taxes and contributions
- Paid time off provided. Local public holidays are observed based on the contractor’s country of residence.

How to Apply
Please send the following to ----------
- Your CV
- A short cover note explaining why this role fits your working style