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Overview 
The primary role of the Regional Media Coordinator is to provide the Account Executives with sales support across various clients and portfolios in order to ensure that these portfolio(s) are professionally managed in line with JCDecaux standards.
Part of the Regional Media Coordinator’s role is to liaise between internal staff and client / agency to ensure that each portfolio is professionally managed.

Key Area Of Responsibilities 
Sales Delivery
  • Good understanding of PowerPoint
  • Accurately pulling availability based on a brief from AE or client
  • Provide professional picture proposals consistently, in line with JCDecaux standards, which includes vetting of pictures being used
  • Updating of schedules of all sub sites selected by AEs
  • Essential to have all updated booking schedules in Excel format, saved in the shared folder for easy reference
  • Accurately type up site descriptions with all pertaining information into picture proposals
  • Checking of all contracts and booking schedules to ensure sites are correctly loaded on Fusion
  • Follow up on site bibles & flighting pics to ensure they are done on time & correct, by Campaign Delivery Coordinators
  • Processing of orders on deadlines (Twice a month)
  • Creating CRM’s for new clients
  • Sending of one ways to relevant departments
  • Taking invoice books daily to Accounts Department
  • Update standard presentations timeously and accurately
  • General understanding of areas / field knowledge (Important when pulling availability of sites)
  • Relationship with their Account Executive’s (AE) clients
  • Must be able to contact client and reply to emails on AE’s behalf when AE is out of office (Regional Media Coordinator must be proactive)
  • Partner with Campaign Delivery Coordinators to hold weekly PRISM Meetings with your team
  • Work with other divisions to ensure proposals, information required and queries are dealt with (e.g. Adhock sites)
  • Ensure a general understanding of the respective AE portfolios and effective management of the sales admin process from optioning of sites, to flighting of campaign

Admin
  • Typing up and ensuring that all contract details are accurate and all relevant sections complete
  • Confirming contract information before drafting of contract
  • Ensure correct T&Cs are used for each contract
  • Check accompanying schedule (if applicable) to make sure all sites are optioned prior to sending contract to your AE / Client
  • Ensure that signed contracts are correctly optioned on Fusion prior to handing contract to the Regional Administrator and billing.
  • General secretarial functions

Systems & Procedure
  • Ensure full and complete understanding of Fusion
  • Extract and apply information from Fusion
  • Be able to option sites accurately, create PSG’s, load all proposals through Fusion
  • Exporting availability from Fusion to Excel
  • Adhere to a 24hour turnaround policy on all proposals and optioning (24hr turnaround in delivery to client)

Duties 
  • Assist with switchboard duty in accordance to the roster
  • General distribution of printouts & faxes to the relevant AE’s
  • Maintain cleanliness of the printing station and work area
  • Attending to paper & printer responsibilities in accordance with the roster
  • Accurately pull booking reports and availabilities
  • Work with the Campaign Delivery Coordinator(s) to deliver on campaign commitments
  • Assist the sales department in answering of phone calls (Irrespective of who’s phone it is)
  • Taking minutes for team meetings (e.g. PRISM meetings) that are emailed to your team thereafter
  • Assisting other SC’s when required

Skills 
  • Attention to detail
  • Excellent telephone manner at all times
  • Good communication skills (Both oral and written)
  • Good time management
  • Ability to work under pressure and multi-task
  • Ability to prioritize workload and successfully manage time
  • Be able to work independently
  • Strong organisational and interpersonal skills
  • The ability and willingness to learn new skills and adapt to change

Relationship Management
  • Develop relationships internally and externally with the key stakeholders (staff and clients alike)
  • Effectively handle conflict within your team and amongst each other

Key Contacts 
Internal 
Sales and Marketing Director (SSA),Chief Operating Officer (SSA), Finance Director, Development Director (s),Sales Head (s), Marketing Head (s),Campaign Delivery Manager 
External 
Advertising Agencies, CEO and Marketing Directors,  BTL, Digital and Creative Agencies

Skills and Qualifications 
Essential 
  • Computer Literate – MS Office at Intermediate level
  • Good attention to detail
  • Good communication skills

General 
It should be noted that the above list of tasks and responsibilities is not exhaustive and that your line manager is entitles to instruct you at any time to carry out additional duties or responsibilities, which fall reasonably within the ambit of the job description and may occasionally be outside of normal working hours, in accordance with operational requirements.
 

Now what do you want to do?

Riyaadh Hassein Talent and Acquisition Officer