• Job Title: Marketing Operations Coordinator
• Salary: £28-32k
• Contract Type: Full-time (35 hours a week). Initial 6-month fixed term contract.
• Department: Central Ops
• Location: Hybrid, 2 days per week in London office
• Deadline for applications: Friday 21st February 2025

About BookMachine

We are a growing digital agency that provides stand-out digital marketing for the publishing and educational sectors.

Our dedicated, expert team provides clients with digital and social media marketing, project management, product management, event management and programming. We also build our own in-house projects including BookMachine Campus, our publishing community.

We are a proudly remote-first company, with a London hub office based in the heart of Greenwich Peninsula’s Design District. Our mission is to use the tools and potential of digital marketing to promote the value of reading, education and publishing worldwide, while putting people and planet first.

Everyone we work with is passionate about publishing and education and works together to deliver great content, events and campaigns for our clients.

About the role

The Marketing Operations Coordinator is a new position in our agency. It sits within our new central operations department, and will be central to our agency’s workflow, ensuring that projects move smoothly from briefing through to completion. Working closely with both internal teams and clients, you will be responsible for setting priorities, monitoring project progress, and maintaining clear communication.

At BookMachine we aim to keep our clients consistently informed on project progress, and whilst the Marketing Operations Coordinator is not always the main point of contact, you would be involved in management of client communications on timelines, task updates, and resource allocations.

Key Responsibilities

Project Scheduling & Workflow Management:

• Manage project schedules and workflows across multiple projects to meet milestones and deadlines.
• Maintain and optimise project timelines in Basecamp, ensuring team and client alignment.
• Conduct regular team check-ins to adjust priorities and resolve scheduling conflicts.
• Enhance workflows and resource allocation through continuous process improvements.
• Leverage Basecamp updates and project management trends to optimise operations.

Client Communication & Project Reporting:

• Communicate project priorities, timelines, and expectations with clients.
• Serve as the primary contact on select projects, providing progress updates and managing timeline changes.
• Monitor and report on retainer project usage and provide regular client updates.
• Gather client deliverables and approvals to keep projects on track.

Resource Management & Allocation:

• Balance internal team workloads and allocate resources effectively across projects.
• Adjust team assignments based on project needs and capacity.
• Coordinate with freelancers and contractors to meet project demands, ensuring quality standards.
• Manage freelance and contractor contracts.

Project Monitoring & Risk Management:

• Monitor project timelines, budgets, and scope, proactively addressing risks.
• Deliver internal reports on project status, team capacity, and resource use to support operations.

We’re looking for:

• Experience of project management, or a related role, ideally within a small creative or digital agency setting. This role might also suit someone from a book production background.
• Technical Skills: Proficiency with Basecamp (or similar project management tools), along with strong command of MS Office and/or Google Workspace.
• Communication Skills: Excellent verbal and written communication skills for clear, professional interactions with clients and team members.
• Client-Facing Expertise: Comfort with managing client expectations, reporting on progress, and occasionally serving as the main client contact on specific projects.
• Organisational Skills: Exceptional organisational and time-management abilities, with keen attention to detail and accuracy.
• Attention to detail.
• Problem-Solving: Ability to think critically and adapt to shifting project needs or client requirements, keeping priorities aligned and everyone informed.

Working at BookMachine

Benefits and Provisions

We provide flexibility for the team to fit in appointments and caring duties around their working hours.

At BookMachine we are committed to equal pay and opportunities by promoting equal opportunities and diversity throughout the Company. We promote a family friendly work environment and aim to provide a safe and healthy workplace which promotes wellness. We practise a people-centric approach by promoting a collaborative and social workplace and we celebrate entrepreneurship and innovation.

You can expect from us, at a minimum:

• 25 days holiday per year and bank holidays 
• After 1 year of service, up to 2 additional days holiday per year to staff who travel on holiday by train, coach or boat instead of flying (as part of our contribution to lower-carbon emissions)
• An annual training budget (£500) to help you develop your skills at work, in addition to access to all BookMachine courses 
• Two fully funded annual away days with a social event
• Employee Assistance Programme (includes access to a 24-hour helpline and app providing support for life issues and problems)
• Contributory pension scheme 
• Annual profit share scheme
• Enhanced parental leave provision

Belonging at BookMachine

At BookMachine we’re committed to building a team of people from all walks of life; a diverse and inclusive culture is at the core of our company. Regardless of where you come from or how you identify, you can belong at BookMachine. 

How to apply

Deadline for applications: Friday 21st February 2025

To apply for this role, please send a covering email and CV (as a PDF) addressed to Suzanne Kavanagh Suzanne@bookmachine.co.uk.