SALES & OFFICE COORDINATOR

　　Job Details

　　Job Location

　　Insight - Appleton, WI

　　Position Type

　　Full Time

　　Education Level

　　High School

　　Travel Percentage

　　Negligible

　　Job Category

　　Admin - Clerical

　　Description

　　Overall Responsibilities:

　　Assist sales in the ticketing, promotion, coordination and on-going coverage of all ad accounts handled in the Insight office.

　　Process all invoices and email out to clients with a tear sheet of ad.

　　Process all account receivables for the Insight office and make deposits.

　　Assist other offices in our group as needed.

　　Assist the Publisher in the care of the building and other items as needed.

　　Prepare yearly budget

　　Maintain, increase and update subscription list for both IOB and IOM publications.

　　Prepare and reconcile month end reports

　　Specific Responsibilities:

　　Sales - Assist sales by entering new products into CRM for sales to enter orders. Checking emails and assisting ad clients as needed. Update yearly rate increases into CRM. Send out invoices with a tearsheet of ad after the salesperson has approved, prepare and send monthly statements to clients. Fill in for salespeople when they are out of the office, on vacation or leave. Meet all deadlines as needed.

　　Get mail from the post office 2 - 3 times a week, distribute mail and process all incoming checks. Prepare deposit slips and take all deposits to the credit union.

　　Process all incoming accounts payable invoices, get Publishers approval, scan and enter into software system, provide final approval for corporate to process payments.

　　Prepare month end reports and reconcile before sending them to the corporate office.

　　Prepare weekly pacing reports for Monday meetings and cascade to employees.

　　“House” ads - coordinate “house” promotions and ads as needed, working with the Publisher and production. Responsible for entering all in-house accounts.

　　Job Printing Orders - Process orders for business cards, name badges and any event needs. Assist staff and other sales and office personnel with print orders as needed.

　　Building needs – Order supplies as needed. Assist with the care of the break area and care for the building with housekeeping.

　　Archiving – Keep accounting records as needed, archive magazines, clean out archival areas as needed. Keep storage areas neat and organized.

　　Send renewals for subscriptions and update information. Add event registration names to the subscription database.

　　Prepare a yearly budget. Assist editorial and sales to prepare their budget numbers and be a part of budget meetings

　　Prepare for Publisher’s approval the print request form and mail list for each publication. Calculate advertising percentages and provide all to printer for each publication

　　Record monthly stats for publications to be provided quarterly to AABP along with a marked up copy of the magazine.

　　Prepare yearly Statement of Ownership forms for IOB and IOM magazines.

　　Assist events coordinator with events as needed.

　　Download weekly deposit information to record in QuickBooks.

　　Actively participate in the Great Game of Business.

　　Other job-related duties as assigned.

　　Qualifications

　　Behavior: Must be very organized and a self-starter, capable of handling a variety of tasks. Must be perceived to be a good listener and energetic worker by others. Needs to be self-motivated, and present self in a good manner towards fellow employees, customers and the general public. Must be a problem solver, looking for solutions with the input of supervisor. Must display a willingness to accept constructive criticism and guidance. Needs to promote a positive company image and maintain privacy of confidential information. Must have a valid driver's license.

　　Skills:Must have ability to communicate well with the public (including on the telephone), other departments and fellow employees. Must have good computer, clerical, organizational and telephone skills.

　　Knowledge: High School diploma or equivalent. Some college preferable or at least two years of assistant experience necessary. Good spelling and grammatical abilities needed. Knowledge of computers with Word, Excel and Internet ability needed.