Marketing And Production Administrator

Scholastic Lake Mary , FL 32795

Posted 2 weeks ago


Tracking System & Department Responsibilities

  • Maintain Master Schedule, create monthly report, and schedule monthly review meetings to open new jobs

  • Open new jobs daily as requested and create folders for Project Managers, Buyers and Designers

  • Open all new jobs and item numbers from the inventory system linked to Oracle purchasing system and item master systems

  • Schedule weekly production meeting, update schedule after meeting, and update tracking schedule daily

  • Print weekly updated report for designers

  • Close job folders when jobs shipped complete and file closed job jackets and give final files (CD's) to Art Director

  • Assist Project Managers with routing projects and movement of items throughout the approval process.

  • Database management as it relates to: data collection, and data entry including the maintenance of the Freelance Estimate Logs

  • Monitor and maintain department calendar; i.e. vacation, attendance and corporate calendar of events

  • Distribute department mail and faxes on a daily basis

  • Maintain an adequate inventory of office supplies and re-order as necessary

  • Maintain and update additions and deletions to the Book Fairs Marketing IS list

  • Maintain department files/records

  • Move last year's files to warehouse and prepare file cabinets for the new year

  • Provide general clerical and administrative support for the Marketing Department

  • Coordinate department meetings and functions including booking conference rooms

  • Assist staff with preparing and distributing presentations for meetings and other projects

  • Proofread and edit departmental documents and presentations before distribution

  • Professionally communicate to all personnel

  • Other duties as requested by Director, Marketing Production or Department Managers

Purchase Orders & Invoices

  • Code, process and gain approvals on all invoices, purchase orders and expense reports, send to online Catalyst system

  • Create Purchase Orders for creative, prepress, freelance (all items over $2000)

  • Enter all purchase order and invoice information daily into the Actual vs. Budget financial files and send monthly report to accounting

Talent and Freelance

  • Review and maintain current freelance contracts

  • Request information for new freelance contractors, prepare contracts, route for signatures, maintain files and database of contracts

  • Request new vendor set up in Catalyst (vendor payment system) from NY and coordinate new vendor setup in Oracle

  • Send instructions and assist new contractors set up online account with Catalyst

Marketing Update

  • Responsible for creating weekly marketing update

  • Collect articles, create intranet hyperlinks if needed, edit articles as requested, compile information in weekly shipping report and transfer information to marketing update

  • Route for manager approvals and edit as requested

  • Publish final approved version to the intranet with announcement the weekly update is available

  • Post Manager Connection article announcing weekly marketing update and shipping report is available

Intranet point of contact for Marketing Department

  • Update marketing sections as needed

  • Publish files, alerts and articles as needed

Costume Maintenance Program

  • Receive maintenance forms, track shipments of costumes to vendor for cleaning

  • Match estimates from vendor to maintenance requests, ensure accuracy of counts and charges

  • Contact branches/vendor when discrepancies arise, to expedite cleaning, to follow up on inquiries

  • Code and approve all invoices through Catalyst

  • Create Costume Budget for each region, provide detail of all charges on Actual vs. Budget to accounting for rollup on Regional P & L


  • Order and receive all stationery items for Lake Mary Office

  • Communicate with e-print contacts regarding orders and invoices

  • Code and approve all invoices for Lake Mary Office

  • Coordinate and route vendor invoice to proper personnel for coding/approval

  • Remain as resource for field e-print contact

  • Coordinate yearly address changes with vendor and revise online stationery address lists


  • Assist production procurement team in purchasing selected materials during peak production times twice a year

  • Quote and purchase selected items, coordinating vendor production, sending art files, approval of vendor proofs, acquiring final shipping documents, final artwork files, invoice approval and coding for accounting.


  • Distribute samples weekly

  • Maintain confidentiality of themes, directions, pricing, vendors, tactics, and marketing materials

  • Assist with the planning and execution of departmental activities as requested

  • Assist Department Managers, including Project Managers, with projects as needed


  • Bachelor's Degree or equivalent experience.

  • Minimum two-year's business experience in agency, print shop or marketing organization desired

  • Production traffic coordination experience desired

  • Knowledge of pre-press and print production a plus

  • Ability to work independently and when directed

  • PC Experience including PowerPoint, MS Word, Access and Excel preferred

  • Responsible, deadline oriented good problem solver

  • Ability to motivate and encourage individuals to remain on task and to meet deadlines

  • Extensively organized with multi-tasking abilities

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Marketing And Production Administrator