Advertising Controller

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Job TypeFull Time

About the Position

Key Responsibilities

TRAFFICKING: Controlling the trafficking of all Advertising bookings through-the-lines both Print and Digital, and the collection of all ATL Print advertising material
ACCOUNTING: Accurate billing and invoicing related to all advertising material and digital campaigns and the meeting of all deadlines related to such tasks
ADMINISTRATION: General sales-related administrative tasks such as filing and answering queries related to advertising bookings and database management
SALES SUPPORT: Working closely with the sales teams such as weekly reports and update to sales teams on bookings, material status, ad hoc queries related to discounts and spend. Client liaison also falls in to this category as the Advertising controller is an extension of the sales experience
TEAMWORK: The flexibility to be able to move between brands, where your expertise is required should this be needed
Advertising Control (Print & Digital) and trafficking of material:

Attend all sales status meetings
Capturing daily bookings on the advertising system + bookings list , for both Print and Digital
Chasing booking forms/ copy instructions by contacting and liaising with the relevant sales executive or person (i.e. KAM, Events Coordinator, Competitions Coordinator, Digital Advertising Operations Executive, etc.), checking information supplied on booking form/ copy instruction/insertion order is correct and complete
Liaising with the sales and/or digital department on all bookings ensuring that the relevant paperwork is captured and received on booking deadline;
Liaise with marketing regarding all marketing elements (pages, inserts, competitions, etc) to be included on the bookings list with each issue
Consolidate digital booking schedule with digital sales bookings captured on a weekly basis
Managing process for late bookings - material and paperwork - with the Head of Sales
Checking and capturing annual correct discount structures onto the advertising system + bookings list
Traffic advertising material to be supplied by ATL material deadline/special print deadline (as supplied by the Production Manager)
Ensure that ATL ad material received is run through a pre-flight to ensure that all technical specifications have been met.
If there is a problem with the advertising material received or if the material is not received by deadline, the advertising controller should inform the responsible sales executive and/or client;
On receipt of all ATL advertising material for the applicable issue and finalization of the flat plan, material to be uploaded onto FTP site of the printers;
Ensuring that material arrives is received via Adstream / Adsend / Email or disc - being solution driven and liaising with the Production Manager where required
Submitting the completed Bookings List to the Managing Editor prior to book size to be included
on the flat plan. On receipt of the drafted flat plan, ensure that all bookings captured on the bookings list have been included on the flat plan and sent to the Key Account Managers for approval of placement
Submitting the completed booking List to the Production Manager prior to book size meetings
Submitting a Revenue Report and Added Value/Free Page report to the Financial Manager for each magazine issue
Updating the daily sales tracking doc and send it to the Key Account Managers weekly
Sending of Sales Tracker Report to the Lead Advertising Controller
Sales Support: Client liaison

Develop and maintain excellent client relationships
Professionally liaise with the clients and sales team throughout the production process, ensuring all requirements are met.
Accounting: Invoicing & Billings:

Send the monthly billings report for Print and Digital, including the final booking list to the Debtors Controller for monthly invoicing
Consolidate final monthly digital booking schedule with digital entries captured on the bookings list before billing
Ensure that the completed Relationship Application is submitted to the Debtors Controller when received and that the New Client list in included with the monthly billings report.
Ensuring all order numbers and copy instructions are correctly entered into Advertising system + bookings list for billing purposes;
Ensuring the amount of ads and advertorials booked on the bookings list correspond with the actual pagination and pages in the printed book;
Ensuring the digital campaigns booked into the Digital bookings list correspond with the campaigns booked in and run
Get approval to issue cancellations or credit notes from Financial Manager
Update the Financial Manager with monthly sales per rep, both digital and print, and final reconciliation for commission sheets with generated income and volumes.
Administration: Database Management:

Ensuring that database for all client discounts, as received from the Head of Sales is maintained and updated as new information is received. With the Head of Sales, ensuring that these discount are communicated to the KAMS
Daily update and maintenance of the Sales Tracking report document (Print and Digital) to be communicated weekly by sending a copy to the Lead Advertising Controller
Advertising drive database to be maintained - ensuring folders are organised and cleared out as needed.
General Administrative tasks:

Professionally and timeously manage advertising related administrative tasks. (For example, keep all correspondence on file, send tear sheets, process daily trouble shooting with clients and where necessary pass on to the relevant sales executive to manage);
Extracting sales info and advertising spends for sales team from the Bookings Report
Handling telephone queries and bookings in a professional manner;
Keep track of all booking documents (monthly and annual advertising commitments)
Assisting the Sales Team with sales-related reporting

Experience in publishing /agency environment
Proficient in Excel, MS Word and Power Point
Excellent administrative skills
Strong interpersonal skills and team player
Good verbal and written communication skills
Ability to work according deadlines
Solutions-oriented and self-driven
Desired Skills

Advertising Controlling
About The Employer

Independent publishing company

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