Administrative Assistant (Sales)

Lindmark Companies LLC; Norman (OK); On-site; USD 40,000 - 54,000; Full time

Job summary

Lindmark Companies LLC is seeking an organized, detail-oriented administrative professional to support sales and operations in Norman, OK. The role involves handling inquiries, preparing proposals, coordinating campaigns, and maintaining contract records.

Key tasks include processing RFPs, drafting and submitting proposals, coordinating with the Business Development Manager on billboard locations, preparing weekly market reports, and ensuring accurate billing and account management.

Qualifications

• High school diploma or equivalent required; two years of related experience preferred, including high-level administrative duties and account management/reporting.
• Strong attention to detail, organization, and written/verbal communication skills.
• Proficiency with Windows, internet browsers, and email communication.

Responsibilities

• Answer sales inquiries from potential customers.
• Prepare, review and submit completed Request for Proposals (RFP).
• Coordinate with the Business Development Manager to propose billboard locations or other advertising solutions.
• Prepare and maintain a detailed weekly financial workbook and market reports.
• Prepare and review details of sales contracts and maintain signed contracts.
• Coordinate artwork or ad campaigns with agencies or in-house teams.
• Coordinate installation of billboard ads with Operations Department.
• Submit invoices and revenue reports to Accounting and maintain customer databases.

Skills

Customer service

Attention to detail

Organization skills

Written/verbal communication

Multitasking

Teamwork

Independence

Following instructions

Microsoft Windows

Internet browsers

Email communication

Education

High school diploma or equivalent

Job description

Essential Job Functions and Tasks

These essential functions include, but are not limited to, the following. Additional essential functions may be identified and included by the hiring department.

• Answer sales inquiries from potential customers.
• Prepares, reviews and submits completed Request for Proposals (RFP).
• Coordinate with the Business Development Manager to identify and propose specific billboard locations or other advertising solutions.
• Prepare and maintain a detailed financial workbook of market numbers each week. Produce weekly market reports.
• Prepare and review details of sales contracts.
• Collect, submit and maintain signed contracts.
• Coordinate artwork or ad campaign with advertising agencies, in-house graphic artists, or in-house print shop.
• Coordinate installation of billboard ads with Operations Department.
• Send Proof of Performance photos to the customer once installation has been completed.
• Submit invoice and payment to Accounting Department. Prepare Revenue reports.
• Maintain internal customer database with contract details, billing/invoice information, advertising collateral, billboard maintenance activity, and Proof of Performance documentation.
• Attend weekly meetings.
• Performs similar or related duties as required or assigned.

Work Environment

This work environment is an office-like setting with moderate noise.

Physical Demands

The physical requirements listed for this job are not exhaustive and additional requirements may be added as needed. Corrective devices may be used to meet physical requirements.

Physical Exertion: The incumbent may frequently be required to lift approximately 10 pounds and/or occasionally up to 25 pounds.

Vision: The incumbent must possess close, midrange, distance and peripheral vision; as well as the ability to identify colors, judge distances and adjust focus.

Speaking/Hearing: The incumbent must be able to give and receive information through speaking and listening.

Motor Coordination: The incumbent in this position is frequently required to: use your hands and reach with your hands and arms. The incumbent is periodically required to: sit. The incumbent is occasionally required to: stand, walk, and stoop, kneel, crouch or bend.

Requirements

Required Education and Experience

High school diploma (or equivalent) is required, plus two years of related experience; including high-level administrative duties and account management/reporting.

Five years of related experience preferred.

Required Knowledge, Skills, and Abilities

Intermediate knowledge and skill of:

• Microsoft Windows environment.
• Internet browsers.
• email to send and receive correspondence.

Must possess great attention to detail, strong organization skills, and strong written/verbal communication skills.

Customer Service skills.

Ability to:

• handle multiple projects at once
• meet tight deadlines under pressure.
• work independently and as part of a team.
• follow instructions.

Understanding of basic media planning terminology and concepts, a plus.

Knowledge of Out of Home Dictionary or willingness to learn, a plus.

Lindmark Companies is an EOE/AA/Minorities/Females/Vet/Disability/Sexual Orientation/Gender Identity/Title VI/Title VII/ADA/ADEA employer.