Duties:

• Answers telephones if receptionist is absent/engaged elsewhere. Also performs general reception duties when receptionist is unavailable.
• Opens and sorts mail; sorts faxes; delivers all such communications to appropriate personnel if receptionist is unavailable.
• Word processes proposals, correspondence and all other material requiring typing (except media orders and contracts, production purchase orders, and invoices) on request.
• Inventories and maintains office supplies/forms in proper order and quantity and reorders as required, obtaining approval from director of operations/office manager. Orders necessary forms, dockets, fax and printer toner, etc., through the production manager.

• Prepares faxes and business correspondence per instruction, and sends/mails outgoing correspondence; assists with public relations/new business mailings.
• Coordinates delivery schedule with receptionist/traffic manager.
• Maintains client files and general office files.
• Maintains magazine files (two current copies of each to be retained).
• Prepares beverages for visitors when requested.

Duties:

• Teams with a web designer to develop site architecture for new websites and pages.
• Develops programming code for assigned web projects based on creative and marketing strategies stated in approved proposals.
• Tests web programming to ensure functionality for active websites.
• Posts tested and approved coded data to active websites.
• Regularly updates active websites maintained by the agency, both by programming code for new information, and updating existing programming code to ensure sites stay functional as technology changes.

• Stays current on all programming-related technology trends and innovations, and notifies webmaster regarding training needs, or hardware and software upgrades to keep the agency on the leading edge of interactive design.
• Informs webmaster if server problems occur on any agency managed or maintained interactive properties; assists in helping to resolve all such problems.

Duties:

• Practices effective sales efforts resulting in a steady increase of new business.
• Wins profitable new accounts that are professional, courteous and long-term.
• Coordinates projects/jobs for smooth, efficient operation of new business effort.
• Communicates effectively between the agency, clients and vendors.
• Treats vendors and prospects with respect and instills a confidence in our abilities and service.
• By utilizing active listening, truly seeks to understand the clients’ needs and then convinces them the agency can meet those needs.
• Uses “client notebooks” and contact files to keep detailed documentation of all contacts for each prospect, and all research/reports/sales information used or created for use in selling to each prospect.
• Keeps timely contact with prospects through weekly, systematic mailings, phone calls, appointments and correspondence.
• Keeps thorough records on all prospects so others can handle new business hunter responsibilities during an absence.
• Maintains the new business database that: identifies target prospects; records product/market information about the prospect; tracks all contacts with the prospect including mailings, calls, appointments, and correspondence.
• Follows up on all prospect meetings with letters/agency literature.
• In preparation for future growth, creates, refines, and documents the entire sales system in a manner that will easily allow training of another new business hunter. Includes each minute process including scripting of sales calls/meetings, proper attire, software requirements, presentation strategies, etc.

• Looks for new business leads by building contacts with selected industry trade publications and organizations, business and civic groups; fills out Prospect Profile Forms for agency marketing director’s review and approval for adding to prospect list; adds to prospect list with approved leads gained from business contacts, networking, etc.
• In conjunction with the agency marketing director, researches and constructs reports on selected prospects/industries/products for use as “intelligent marketing tools” in sales efforts with prospects.
• Represents agency in the community through business/civic organizations.
• Inventories all materials/supplies needed to continue the new business effort uninterrupted, including 3-D mailing pieces, agency brochures, agency newsletters and other promotional literature, letterhead, press release forms, etc., and alerts production manager if there is a need to restock.
• Meets with the agency account service team, including agency marketing director and president, to keep them informed of new business opportunities gained from new business efforts; transfers prospect contact to president/account service team when agency is ready to “go in.”
• Maintains current job-related computer skills and notifies agency marketing director if training, computer hardware/software upgrades or purchases are needed.
• Adds input to marketing plans/proposals when prospect is elevated to account status; shares all available research and industry information for this purpose.

Duties:

• Meets regularly with production manager/creative director/traffic manager/media/ public relations/interactive staff to coordinate agency efforts on behalf of assigned clients/accounts.
• Receives client briefings. Fills out Client Contact Reports for all client meetings and distributes to appropriate agency personnel. Quickly and accurately relays Client Change Orders to all appropriate agency personnel.
• Effectively presents, sells and defends all agency work/proposals to clients; supports other client service team members in these functions.
• Keeps apprised of clients’ brands/products/services/marketing developments.
• Assists in preparing client invoices, proposals, marketing/media/public relations planning.
• Regularly checks for and responds promptly to all client communications, including calls, faxes and emails.

• Coordinates with interactive account executive to ensure traditional/interactive synthesis of marketing efforts.
• Checks and approves creative/production materials, copy, layouts, and production art, and coordinates client approval of same.
• Ensures prompt collection of accounts receivable.
• Coordinates project timing and budgets with all relevant agency personnel.
• Actively seeks additional projects/new business from client contacts.
• Keeps apprised of progress of clients’ projects through production and traffic managers or other relevant personnel.

Duties:

• Completes all computer layout art assigned by the art director.
• Produces all artwork according to the art director’s specifications. Advises creative on best way to achieve approved concept via computer layout/illustration/ pre-press technique.
• Prepares proofs for review by creative director, art director, account service personnel, and client.
• In conjunction with art director, orders all digital output when needed, and works with vendors to coordinate correct digital output and transmission of prepress artwork prepared on computer; orders camera-ready materials, type output or other outside purchases not supplied by creative to complete assigned projects.

• Confirms all production deadlines with art director/traffic manager.
• Reviews all work for errors/omissions with art room supervisor prior to turning in work for creative/account executive/client approval.
• Makes all requested changes/corrections promptly and correctly.
• May be called upon to work beyond 8:30am to 5:30pm including weekends.
• Photo retouching, color management, font management, and some IT managment skills will be required.