Ad Order Entry Analyst/Administrative Assistant

STATEMENT OF THE JOB:  Perform departmental administrative duties on a daily basis.  In addition, this position entails receiving advertising orders via telephone, email, fax, or from sales representatives to enter into a database.  A person in this position determines and/or verifies order specifications.  Entries pertain to new advertiser information and orders in addition to maintaining existing accounts.

 

JOB QUALIFICATIONS: 

? Bachelor?s degree

? Mature, professional appearance.  ?Can do? attitude and excellent customer service skills

? Must be trustworthy when handing confidential material

? Excellent communication skills (especially telephone) and must be strong in English grammar

? Great attention to detail.  Must be able to perform duties at a high level of accuracy; proofreading proficiency and research skills desirable

? High energy level needed to work in a deadline-driven environment.  Sound time management skills and ability to handle multiple concurrent projects

? Must have strong initiative, follow-through and organizational skills

? Must be proficient in Microsoft Word, Excel, PowerPoint and Outlook; other PC and Macintosh software skills are a plus

? Ability to work independently as well as part of a team

 

JOB DUTIES AND RESPONSIBILITIES: 

? Interact with customers and sales representatives

? Provide telephone and data entry support for departmental projects as needed

? Enter advertising orders into database.  Set up new customer accounts.  Maintain and alter existing accounts per changes in contract

? Ensure orders are entered in a timely manner

? Following up with sales representatives to let them know the status of their orders

? Follow up with accounting and/or production departments to make sure that orders are in process

? Administrative support, including preparation of edited documents and correspondence

? Support during meetings and special events

? Update and maintain current and archival files for contacts, department projects, research and inventory

? Proofread departmental publications as needed

? Collect, sort and distribute all mail

? Process and track UPS shipments