This is your opportunity to work for one of the top 10 media representation companies in the UK as their Office Manager.

Duties will include:

Raise order confirmations for both client and publisher, ensure both contracts are signed. Provide all additional information, material spec and deadlines to client to ensure artwork is supplied in full by set date.

Chase clients for both new and repeat adverts ensure that the copy is sent to the correct publications before the advertising deadlines.

Liaise with clients and publishers on a regular basis to ensure adverts run and any problems are resolved quickly. Ensure orders are sent to publishers by deadline dates.

Give accurate quotes to potential clients wishing to advertise in any titles.

Collate contact details and information on titles to ensure quick and efficient service to clients looking to advertise.

Keep order templates and terms and conditions updated at all times, make alterations as and when necessary or needed. Plus publisher reports

Inform Accounts Manager of any new clients that are on 30 days payment that need cover, supply company name/address/VAT/REG No.

Liaise with Director on new potential publisher business, assist with any proposals/presentations that need to be done.

Work with Sales Managers to obtain show catalogues, together with obtaining exhibitions lists and information from publishers.

Obtain up to date media kits, editorial calendars and ensure everything is on the server.

lists to be kept up to date, additions and deletes to be made to Magazine/Expat/Web lists.

Produce datasheets for any publications that do not have them. Also needs doing for website updates.

Produce customised Power Point presentations for meetings

Send out regular e-mail shots via ACT and Mail King promoting new or existing titles.

Maintain the ACT database.

Produce and supply Pro-forma invoices to clients wishing to make payments.

Open post and distribute accordingly to staff

Prepare new and update all staff contracts.

Prepare new and update contracts for publishers when needed.

In the absence of any member of the sales team, to confirm receipt of proposals distributed to clients/prospects.

Monitor SPAM and GIFF email accounts to insure no urgent emails are blocked.

Regular communication with the Director to maintain consistent progress and monitoring or company, sales and staff issues.

Keep server up to date and replace data files when new ones supplied.

Research exhibitions, shows and forward details to sales managers who may have clients that might be interested in advertising.

Check emails in the absence of any member of staff to ensure all urgent queries are dealt with.

Ensure magazine shelves are organised on a regular basis.

General typing of letters, faxes, emails.

Order and maintain the office stationary

Organise administration for members of staff when needed to enable smooth running of each individual.


Oversee accounts and sales team to ensure correct implementation and maintenance of standard office and administrational procedures.