Ad Services Coordinator Jobs

POSITION SUMMARY: This position provides support to sales leaders, sales account executive as well as advertisers by providing quality customer support throughout the order management and fulfillment process. This role works across multiple Hearst Newspapers supporting the post sales order workflow from order submission to billing to production.
Position Responsibilities

• Request order transfers/rebill requests as needed
• Create Prepayment Invoices as requested
• Validating orders against active contract/agreement or rate card
• Send Missing Ad reports throughout day and track late ad copy
• Facilitate acquisition of artwork from sales and/or clients, including assisting with uploading art, proofing ads with clients and approving ads in the advertising production system as necessary
• Ensuring deadlines are followed and meet when submitting orders
• Verifying client confirmation on all parts of order (pub/section, rate, size, color, and date)
• Assist with collecting payment for accounts that require prepayment
• Setting up campaigns in the order management system
• Processing prepayment
• Remove obstacles to keep the project moving to completion
• Assist in supporting and reinforcing order workflow with sales account executives taking extra time with newer account executives to provide one on one guidance on post sales process
• Proactively escalate issues and communicate potential challenges
• Start the post-sale fulfillment process by:
• Ensure when setting up campaigns the correct ad vertical, rate card and products are selected which launches fulfillment process and appropriate revenue recognition
• Research and submit adjustments and allowances for print and digital orders
• Confirming order is submitted properly with correct products and information
• Work with configuration team to test packages and new products in billing system
• Correct billing discrepancies
• All other duties as assigned
• Entering corresponding billing schedule
• Work with Ad Makeup, Ad Production, and EFD Desk to ensure orders cross over correctly and trouble shoot any items that do not cross over

Essential Skills And Experience

• Be flexible with work schedules to accommodate varying workflow and multiple deadlines across varied time zone
• Ability to interact directly with advertisers and agencies in a professional manner
• Trafficking experience or knowledge preferred
• Strong verbal and written communication skills
• Strong attention to detail and proof-reading skills
• Capable to work independently, as well as work effectively with sales and other team members
• 0-1+ years experience in digital advertising a plus
• Ability to prioritize and manage time effectively, handle multiple projects, and meet deadlines
• Bachelor’s degree preferred but not required
• Knowledge of digital media marketing, CRM (Customer Relationship Management), OMS (Order Management System) and Ad Platforms a plus
• Energized by solving problems and creating efficiencies