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San Antonio Business Journal · 3 days ago

Event, Advertising and Office Administration Coordinator

San Antonio, TX

Full-time

Onsite

Mid Level

$20/hr - $25/hr

3+ years exp

San Antonio Business Journal is looking for an Event, Advertising and Office Administration Coordinator to support various administrative functions. The role involves coordinating events, managing office operations, and providing support to the sales team to ensure smooth business processes.

Newspapers

Responsibilities

Coordinate, oversee and perform a wide variety of administrative and support services for the Events Director, Advertising Director, President/Publisher and SABJ staff

Manage general office needs, support the sales team, as well as the execution of local events

Ensure office operations run smoothly and recommend improvements where needed

Assist with event duties as needed; including but not limited to event registration, name tags, set-up/breakdown, communication to attendees, sponsors and honorees

Work with business designer to produce creative for promotion of events and nominations, signs and other materials used during an event

Coordinate email sends with corporate email marketing team

Manage the events social media accounts and schedule marketing posts on all channels

Coordinate internal and external volunteers

Create a post-event recap report for use with sponsors and partners. Smug Mug photo management

Collect, open and distribute mail to the appropriate department/person throughout the office

Be the local liaison with the post office and printer

Assist the corporate accounting department with various items, as requested

Enter vendor invoices into Workday and assign invoices across the Company along with supporting documentation

Receive checks sent to the market and forward to the lock box. Notify customers of the lock box address

Manage all general office needs including telephone system, equipment service agreements, repairs and maintenance

Serve as liaison with office building management

Review and facilitate office supply requisitions and order fulfillment

Coordinate employee onboarding, to include new employee orientation, office set up, business cards and I-9 verification

Assist employees in locating the correct employee service such as help desk, benefit service center, employee self-service tools, eagle-i and SharePoint

Coordinate and execute internal staff appreciation events and professional development training and meetings

Update, maintain and communicate all internal and external documents used to grow our business

Assist Publisher in preparing the business unit's annual expense budget

Assist Account Executives with order entry, and updates

Be knowledgeable about the system/process -- pipeline, meeting summaries, etc

Assist Account Executives by printing and sending to customers with tear sheets as needed

Every Friday, any Accounts with 90-day outstanding invoices should be sent an email reminding them it is due; account executives should be copied

Download and Compile Production report every Wednesday

Review and compare production report to the print dummy every week

Upload and handle all house ads that need to match the print dummy every week

Manage client contract workflow, including the implementation and ongoing process management of electronic contracts as well as supporting the insertion order process as needed

Become expert in the SwiftPitch system and support the sales team in its use, as well as the local advertising and marketing resources found on Sharepoint

Coordinate on behalf of the Publisher and Ad Director with the Corporate Accounting, National Sales Team, Clients Services, National Design Desk and other Corporate Resources as needed, to help ensure our clients have a positive experience with the Business Journal, and revenue generation is supported in general

Compile, produce and send the event recap within 1 week of each event

Participate in all training offered by the business unit and ACBJ

Participate in business unit-sponsored events promoting the paper

Take on any other assignment requested by the Publisher

Qualification

MS Office proficiencySalesforce experienceEvent coordinationWeb-based communication toolsCanvaWorkdayCollaboratorOrganizedDetail-orientedPositive attitude