Project Coordinator

Location: Mumbai, India

Role Overview

We are seeking a Submission Processor, Editorial Operations for our academic language editing and publication support services. This role will be aligned with American Journal Experts (AJE). AJE, a part of the MPS Group of Companies, is a leading provider of academic editing and publication support services for researchers worldwide.

AJE provides high-quality language editing, peer-review support, and research communication services to authors, journals, and universities across 192 countries. With deep subject-matter expertise and tech-enabled workflows, AJE enhances the clarity, accuracy, and impact of scholarly manuscripts, accelerating the path from discovery to publication.

Submission Processors are the first touchpoint for every manuscript in AJE's Editorial Operations division. They play a pivotal role in keeping AJE's editing pipeline flowing smoothly, ensuring deadlines, quality, and customer satisfaction from the very first step.

The role involves setting up new (original) submissions and returning (re-work) jobs, confirming that all information is complete and accurate, applying the correct workflow flags, and routing each task to the appropriate editor or quality reviewer. Submission Processors play a critical role in ensuring on-time delivery to customers while enabling editors to focus on editing rather than administrative tasks.

Key Responsibilities

1. Submission Intake & Workflow Preparation

- Verify service tier, turnaround time, word count, and customer instructions for original submissions and re-work requests.
- Run automated macros for file integrity checks and file conversions, as required.
- Enter accurate due dates, word counts, and workflow flags to ensure downstream tasks inherit the correct information.




- Escalate missing files or unclear customer instructions to the Customer Service team.
- Diagnose touch-ups or customer complaints based on internal guidelines and determine whether a quick revision or a full re-edit is required before routing accordingly.

2. Assignment & Workload Management

- Monitor the live editor queue and capacity dashboard.
- Route assignments to the available editor pool or designated specialists.
- Reassign unclaimed or overdue tasks while balancing turnaround time and subject-area expertise.
- Coordinate with Team Managers during peak workloads or holiday periods to ensure adequate coverage.
- Track key assignment KPIs, including:
- Claim time
- Editor utilization
- Percentage of jobs requiring manual reassignment

3. Communication Hub

- Document clear instructions and notes for downstream teams.
- Send system alerts whenever required.
- Liaise with editors, Quality Control (QC), translators, and Customer Service teams to resolve routing or file-related issues promptly.

4. Process Improvement

- Log recurring setup or assignment issues.
- Recommend workflow automation opportunities and SOP improvements.
- Share best practices with the Processing team.
- Identify opportunities to improve customer turnaround times (TAT).

Requirements

- Bachelor's degree in any discipline.
- 13 years of experience in academic publishing, BPO, or another high-volume operations workplace.
- Excellent English communication and email-writing skills with strong grammar, empathy, and process orientation.
- Working knowledge of Microsoft Office tools.
- Familiarity with LaTeX or XML will be an added advantage.
- Strong comprehension skills with exceptional attention to detail.
- Ability to balance speed and accuracy while handling multiple tasks.
- Comfortable working under strict turnaround time (SLA) requirements in a global team environment.
- Ability to maintain a positive attitude while working under pressure.

📌 Project Coordinator (Mumbai)
🏢 Macmillan Publishers India
📍 Mumbai