Office Administrator

acbjcareers; Pittsburgh (Allegheny County); On-site; USD 40,000 - 55,000; Full time

Job summary

ACBJ in Pittsburgh is seeking an Advertising Coordinator to support weekly production reports, manage classified ads, and assist with operations across the ad department.

You will coordinate onboarding, handle vendor communications, process payments, support events, and collaborate with the Sales Director and editors to keep workflows on track.

Qualifications

• Proficiency in Excel and word processing; Salesforce experience is a plus; ability to learn new systems as needed.
• Strong organizational skills, attention to detail, and ability to manage multiple tasks.
• Excellent communication and teamwork abilities with internal staff and clients.

Responsibilities

• Review weekly advertising production reports and send to Account Executives weekly to ensure accuracy before approval with business designer.
• Manage all classified advertising requests from new and existing customers, including legal ads and posting to state websites.
• Mail out publications and tear sheets for Account Executives and distribute mail to the appropriate departments.
• Receive checks, scan for local copies, forward to lock box, and notify customers of the lock box address.
• Assist corporate accounting with invoices and provide contacts for payment.
• Handle general calls and transfer to correct departments; follow up within 24 hours.
• Coordinate employee onboarding: office setup, business cards, and parking passes; update directory.
• Handle ads for barter/trade/donation accounts with Publisher approval and manage associated logs.
• Manage advertising department events (roundtables, promos); order food, create name tags, invite attendees, track RSVPs.
• Keep Sales Director informed daily of workflow and status of scheduled work; collaborate with other departments.
• Participate in all training offered by ACBJ and the business unit; pursue additional training opportunities yearly.
• Be prepared to assist with any other task requested by the Sales Director.

Job description

• Review weekly advertising production report and send to Account Executives weekly to ensure accuracy before approving with business designer. Assist with any changes after layout is completed - and only with Sales Director and Editor approval.


• Manage all classified advertising requests from new and existing customers as well as other ACBJ markets. This includes legal advertising, fictitious names ads and posting to the state website. Processes and notarizes all correspondence necessary.


• Mail out publications, tear sheets, etc. for Account Executives. Collect and distribute mail to the appropriate department/throughout the office.


• Receive checks sent to the market and forward to the lock box. Scan checks for a local copy and send to reps. Notify customer of the lock box address.


• Assist the corporate accounting department with various items, as requested, including providing invoices and contact people for payment.


• Handle the general calls and transfer to correct departments. Return calls and follow up on questions from advertisers as soon as practicable, but no later than 24 hours after receipt.


• Coordinate employee onboarding to include office set up, business cards and parking pass. Update office directory as needed.


• Handle paperwork and coordinate all ads for barter/trade/donation accounts with Publisher approval. Create agreements, get signatures, order for tracking and trafficking, update Trade and donation log and arrange for staff to use any seats for events.


• Manage advertising department events including roundtables and other promotional events. Order food/drinks, create name tags, send invitations, and collect RSVPs.


• Keep Sales Director apprised daily of workflow and status of scheduled work, including sales materials and promotional ads. Work collaboratively and cooperatively with members of all other departments.


• Participate in all training offered by ACBJ and the business unit. In addition, he or she should participate in at least one other training opportunity each year, as agreed upon with the Sales Director.


• Be prepared to assist with any other task requested by the Sales Director.

EventSupport:

• Work with advertisingteam and events director to ensure table/event sponsor attendee names are collected and input in the event registration system.


• Provide eventparticipant lists prior to eventsand provide updates on attendance as requested.


• Mail merge attendees for name badges,print and stuff name badges for all events.


• Keep inventory and maintain event supplies.


• Assist with sending/collecting nominee packet submissions for awards programs.


• Print all nominee packets and distribute to judges.


• Assist with contacting honorees with scheduling filming and providing film day information.


• Manage flow of honorees at pre-event filming day and VIP honoree receptions.


• Set up and manage registration table at events.


• Attend all events for set-up and break-down, unless excused by Events Director in advance.

• Be prepared to assist with any other task requested by the Events Director.

Education: High School diploma -- 2-year college degree preferred.

Experience: Three to five years preferred.

Specific Skills: Excel, word processing, Salesforce experience a plus; ability to learn new systems as needed.