Office Coordinator

Date: Aug 7, 2019

Location: Victoria, BC, CA, V8W 1H6

At Rogers, we connect Canadians to a world of possibilities and the memorable moments that matter most in their lives. Every day we wake up with one purpose in mind. To bring loved ones together from across the globe. To connect people to each other and the world around them. To help an entrepreneur realize her dream. A sports fan celebrate a special moment.

Because we believe connections unite us, possibilities fuels us, and moments define us.

 

Description:

Rogers Radio Stations are amongst the most powerful and trusted media brands in Canada. KiSS 103.1 and 98.5 Ocean are looking for an enthusiastic and energetic individual to fill this hybrid position as a Receptionist, Promotions Coordinator and Sales Coordinator located at our Victoria offices. The respective candidate would directly report to the Regional Logistics Manager located in Calgary and would have dotted lines to both the General Sales Manager in Vancouver and the Sales Manager in Victoria. This role will be 20% Reception Duties; 40% Sales Coordinator and 40% Promotions Coordinator. Working from the hours of 8:30am to 4:30pm, Monday to Friday with a one hour lunch break.

The Reception duties include but are not limited to the following:

  • Answer incoming calls promptly and professionally Monday to Friday from 10am to 2pm. Taking messages as required, secure desk and phone system at the end of day.
  • Handle customer inquiries and re-direct calls to the appropriate department.
  • Pick-up and distribute all incoming and outgoing mail and handle all incoming faxes.
  • Facilitate incoming and outgoing couriers by confirming the number of packages, envelopes and boxes received and follow-up with all important/urgent packages.
  • Receive visitors, on-air guests & vendors in a respectful, pleasant and professional manner.
  • Distribute prizes to on-air contest winners and help maintain contest winner data base.
  • Keep all directories up-to-date.
  • Assist in maintaining kitchen responsibilities which include ordering coffee for the staff.
  • Assist in ordering and being pro-active of office supplies and photocopier paper.
  • Provide administration support to the Business Manager with some accounting duties which would include uploading invoices for payment and submitting Oracle expenses.
  • Assist employees and vendors with the Rogers Security Passcard System.
  • Be a liaison between our third-party vendor with respect to building issues.

The Sales Coordinator duties include but are not limited to the following:

  • Providing sales support to: Radio Sales Management, Multi Platform Creative Services Manager and Account Managers.
  • Create high level Power Point presentations for Multi Platform clients including: TV, Radio and Publishing.
  • Manage and update the Radio division shared drive including: Account Management system, - Sales packages, Feature avails sheet, sponsorship packages, research, rate cards etc.
  • Administration and tracking of Radio VIP clients by station including: spends, client fulfillment and rewards.
  • Provide support to Radio Managers and Account Managers: revisions to traffic orders, contra, radio spot times, contracts and invoices.
  • Manage remote calendars and vacation requests.
  • Coordinate and support special projects.
  • Coordinate and attend weekly sales meetings, minutes, training and booking of boardrooms.

The Promotions Coordinator duties include but are not limited to the following:

  • Power Point decks for proposals and wrap reports.
  • Social media monitoring and scheduled updates
  • Taking information from promo proposals and entering it into inventory sheets in Excel
  • Basecamp graphic requests
  • Produced promo creative script requests
  • Following up with prize winners who have prizes that need to be picked up & tracking these calls/emails
  • Updating 30-day winner lists

Qualifications:

  • Post secondary education is an asset.
  • 3+ years of administration experience, media experience an asset.
  • Strong time management and organizational skills.
  • Excellent interpersonal and communication skills.
  • Proficient in: Microsoft office and Mac computers suite of products: Power point, Word, Mac presentation programs, Excel and Adobe.
  • Working knowledge of Wide Orbit booking systems and standards an asset.
  • Working knowledge of radio industry measurement systems and standards and research is an asset (Air wares, RTS).
  • Must be able to multi task, detail oriented and work in a dynamic environment.
  • Able to be flexible and work in a fast pace changing environment.
  • Must be reliable, an excited self-starter, conscientious, a team player and the ability to anticipate the needs of others.

 

Schedule: Full time
Shift: Day
Length of Contract: Not Applicable (Regular Position)
Work Location: 817 Fort Street (092), Victoria, BC 
Travel Requirements: None
Posting Category/Function: Administration & Reception / Coordination
Requisition ID: 164020
 
Together, we'll make more possible, and these six shared values guide and define our work:
 
  1. Our people are at the heart of our success
  2. Our customers come first. They inspire everything we do
  3. We do what’s right, each and every day
  4. We believe in the power of new ideas
  5. We work as one team, with one vision
  6. We give back to our communities and protect our environment
 

What makes us different makes us stronger. Rogers has a strong commitment to diversity and inclusion. Everyone who applies for a job will be considered. We recognize the business value in creating a workplace where each team member has the tools to reach their full potential. At Rogers, we value the insights and innovation that diverse teams bring to work. We work with our candidates with disabilities throughout the recruitment process to ensure that they have what they need to be at their best. Please reach out to our recruiters and hiring managers to begin a conversation about how we can ensure that you deliver your best work. You matter to us! For any questions, please visit the Rogers FAQ.

 
Posting Notes:  [[req_strategyPage]] 

 

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