Naylor, LLC Hiring for Project Administrator Job at Alpharetta, GA Full Time

Responsibilities:

• Schedule meetings at the Project Managers request and participate in the meetings with the production and sales team to strategize the setup and deployment of the departments and key personnel for the project
• Create and update internal communication channels for the sales team through Naylor approved processes
• Responsible for ensuring that all projects are entered into MIS and are opened on time with completing each of the below fields listed and clicked off prior to the Renewal Open Date:
  • Sales Plan
  • Personnel
  • Rate Card
  • Indexes
  • Project/Sales Specifications
  • Outline
• Alerting Project Manager in a timely manner if there are any problems that could cause a project to possibly be late in opening
• Use budgeting guidelines, as outlined in Sales Policy, to input individual sales rep budgets on each project into MIS before the Project Sales Cycle is complete
• Reviews MIS reports to identify and report available company renewals in MIS for distribution to the appropriate sales representatives per the direction of the Sales Manager
• Updating the Project Territory prior or during the Sales Cycle as instructed by the Sales Manger or Project Manger in MIS Project Management Modules and Marketing Module
• Takes direction from Project Manager on advertising sales rate adjustments and inputs new rates and rate adjustments into MIS. Notifies Project Manager of deviations from expected rates/adjustments based on set rate adjustments for the year as well as correctly inputting the information for the Online Media Kit for each rate
• Ensures information on sales team, letter territory assignments and leads list requests are accurately entered in MIS so that Marketing can distribute leads accurately into sales reps in CRM
• Alerting Sales Representatives as projects reach the assigned Renewal Open and Sales Open for all assigned projects
• Creating Print/Online Renewals in the system to ensure issue over issue or year over year renewals are available in the assigned Sales Representatives CRM for renew
• Updating the current and future projects as directed by Project Managers with new rates/indexes/premium positions or special sections are created
• Helping to Build contracts/orders for clients as directed by the Project Manager

• Runs and distributes MIS reports for Project Managers including reports on sales and other performance, book budgets, territories, book openings, etc. Frequency of reports to be determined by need and may vary throughout month, quarter, and year
• On a weekly basis, reviews system dashboard for reported errors or project task that are off pace to the assigned system deadlines
• Assists PMs in scheduling and coordinating team meetings, as needed
• Send all notifications to the sales team on a timely basis (e.g. renewal, prime positions, clean-up and other deadlines)
• Alerts appropriate sales management team members of any discovered concerns related to budgeted profit and loss margins do not meet our company standards, as defined by senior management
• May assist in relaying orders to production
• Ensures business activities are conducted within the Naylor code of conduct and in a professional manner with the highest degree of quality and accuracy
• Promotes teamwork among the various functions of the branch and the company to ensure long-term success of the business
• In the event that the Project Manager is unavailable, the Project Administrator will assist with other team related request and questions
• Other duties related to sales or project setup, or related to the success of the project or company, may be assigned as needed or required

Qualifications:

• 1-2 years of progressive relevant work experience in an administration, production and/or office environment, supporting a group of people or projects. Strong administrative experience may substitute for degree requirements on a minimum year for year basis
• Must be detail oriented and possess strong organizational skills with the ability to work in a fast-paced, deadline-oriented environment
• Must be able to manage multiple ongoing projects and schedules for several managers simultaneously
• Exemplary time management and interpersonal skills
• Ability to operate with the high level of confidentiality and discretion
• Demonstrated proficiency in Microsoft Office programs, including Word and Excel and internet browsers. Minimum typing speed of 35 wpm.
• Salesforce experience is a plus
• Must have strong demonstrated written and verbal communication and interpersonal skills, and a commitment to support the Management and team members
• For internal candidates, familiarity with Naylor MIS preferred. An understanding of Naylor’s sales process with advertisers, as well as 3-part sales strategy is also helpful. Previous Naylor experience in Sales, Marketing, Sales Administration or other areas desirable
• Ability to sit and use keyboard for extended period of time
• Ability to conduct self according to Naylor’s operating values