Media Coordinator

SUMMARY

This position is responsible for ensuring a seamless and impactful advertiser experience from a signed insertion order through to order completion. This role combines client-facing responsibilities with technical execution and strategic insight, bridging the gap between sales, operations and the advertiser to deliver measurable success. Duties include but are not limited to communicating clearly outlined order deliverables and deadlines with advertising clients and sales representatives, conducting quality assurance checks of advertiser and order information in our order management system, working with sales representatives to resolve any material issues related to the processing of the sale, and providing excellent customer service to our advertising clients throughout the processing and activation of each ad. This position collaborates closely with the sales and ad operations teams and reports to the Senior Manager of Ad Operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following. Other duties may be assigned as needs arise.

1. Communicate with sales representatives/advertising clients to obtain ad copy and other deliverables to complete an advertisement order within a target deadline.
   • Conduct initial client outreach and scheduled reminders on a set cadence based on order type and artwork deadline.
   • Contact clients/sales via telephone as needed to offer guidance on deliverables to help facilitate the processing of the sale.
   • Review incoming ad copy to ensure accuracy (i.e. size, shape, color, index, location).
   • Upload ad copy and enter all necessary information to order management system.
   • Provide excellent customer service and professional communication to internal and external clients throughout the sales support process, including artwork and reporting needs post order activation.
2. Input advertisement order information into order management system.
   • Confirm and add new advertiser address and contact information in Advertiser Management module.
   • Verify that all necessary information has been acquired and validated to complete a sale, including target start timing.
   • Ensure uploaded artwork meets required specifications and matches order and advertiser information.
   • Relay advertising orders to the ad production stage according to key artwork deadlines.
3. Coordinates with sales representatives to complete any ad revision or order changes
   • Process revisions and enter Support Requests for ad copy and URL link updates (may send to 3rd party outsource partner).
   • Document communication of order changes in order management system (Communication Field or Ad Support Module) and notify sales reps if a change impacts the price and/or billing of an order.
4. Additional duties may include:
   • Assist sales reps with Problem Ad identification and resolution.
   • Support the Accounting & Collections team to help resolve client credit holds.
   • Coordinate ad proof approvals with sales rep and/or client.
   • Contribute to the investigation and resolution process for ad error management.
   • Process pull-from orders, ensuring prior artwork is correct prior to relaying.
   • Process artwork updates and ad proofs upon request.
   • Assist as needed with ad-related administrative and ad quality check verifications in the layout of print projects.
5. Provides general administrative support to assigned sales representatives, as assigned by sales leadership and Ad Operations leadership.
   • Contribute to sales support training documentation as assigned by the Senior Manager of Ad Operations.
   • Provide additional administrative support as assigned based on sales initiative needs.

QUALIFICATIONS

• Post secondary education in Sales or Business Administration (preferably, a two year college degree/diploma).
• A minimum of two to four years in a sales support administration or campaign management role, in a similar work environment.
• Strong organizational and interpersonal skills with ability to work in a fast-paced, deadline-oriented environment.
• Intermediate proficiency using Microsoft Office products, including Word and Excel.
• Experience with leveraging AI tools to outline operational workflow improvements and professional communication templates for customer outreach.
• Knowledge of standard digital advertising guidelines including IAB standard ad sizes, ad tags, ad servers (like Google Ad Manager) and basic ad reporting metrics.
• Minimum keyboarding speed of 40 wpm.
• Proficient using an order management system or CRM.
• Ability to conduct self according to Naylor’s operating values, which include operating with honesty and integrity, and in a spirit of teamwork and respect.

KEY SUCCESS ATTRIBUTES

• Highly organized individual who can juggle multiple tasks and projects while maintaining a calm, professional demeanor with both internal and external stakeholders.
• Skilled at enforcing team responsibilities with various products and support expectations. Ability to think on their feet and quickly make adjustments to ensure case deadlines are met.
• Highly effective communicator that can translate complex product issues into concise and discernible explanations and resolutions. Facilitates and contributes to meetings with internal colleagues and external clients to help explain and resolve advertisement issues.
• Excellent written and oral communication skills and a keen understanding of how to maintain/build relationships with customers.
• A proactive attitude who can work independently, who is friendly, outgoing and able to work in an evolving environment.
• Demonstrates the ability to identify and solve problems quickly, decisively and independently.
• Shares information, cooperates with others, and is comfortable participating as a team, but managing their own workload.

Naylor Association Solutions is an equal opportunity employer and is committed to hiring a diverse workforce.