Media Coordinator

3 weeks ago

Vancouver, Canada Periphery Digital Inc. Full time
ABOUT THE COMPANYPeriphery Digital Inc. is a fast-paced, multilingual digital marketing and advertising agency founded and based in Vancouver, Canada. Specializing in both English and Chinese digital strategy and execution, some of our services include developing paid media strategies to drive leads and conversions, and using bilingual content and digital assets to optimize reach and growth. We believe that when we take good care of our team, the team takes care of us. We're proud to be certified as a Great Place to WorkJOB OVERVIEW As a Media Coordinator at our marketing agency, your primary role is to streamline and support the media department’s operations. This position is heavily centered around administrative responsibilities, communications, and data entry. You will work closely with the media team and engage extensively with media vendors, including print, out of home, and radio outlets. Your day-to-day responsibilities will include maintaining communication with vendors, handling media placement submissions, and keeping media kits current. Another significant aspect of this role is data management, where you will be required to maintain vendor databases and compile statistics and data for reporting purposes. This entails meticulous attention to detail and strong organizational skills. Additionally, you will be entrusted with managing booking calendars, coordinating meeting agendas, and collaborating with the finance team as needed. Your ability to multitask and communicate effectively will be crucial in keeping the department running smoothly and efficiently. This role is ideal for an individual who thrives in a fast-paced environment, has a knack for administrative duties, and has strong communication and data management skills.RESPONSIBILITIESAdministrative Support
  • Schedule and coordinate meetings for the media team.
  • Prepare meeting agendas.
  • Prepare and coordinate vendor contracts using existing contract templates.
  • Resolve finance accrual issues on a monthly basis.
  • Support in the creation and organization of SOPs. 
  • Maintain and update Click Up templates and media’s Notion page whenever necessary. e.g., Draft an agenda for a weekly meeting to discuss upcoming media campaigns.
Communication and Coordination
  • Maintain regular communication with media vendors (print, out-of-home, radio, etc.) to book placements, troubleshoot issues, request proposals, obtain reports and updated information. 
  • Support the media team by working with media vendors to create and revise proposals and visuals for client facing media plans and presentations.
  • Coordinate with the finance team to resolve invoicing and budget issues. e.g. Reach out to a radio station to confirm ad placement and broadcast times.
Data Management and Reporting
  • Maintain and update the vendor database.
  • Compile media statistics and data for reporting.
  • Keep track of annual contracts and their renewal dates.
  • Compile and report on monthly media spend and margins for all projects. e.g., Enter new vendor contact information into the database and ensure existing records are up-to-date.
Media Bookings and Asset Coordination
  • Support the media team by reserving media placements with vendors.
  • Obtain necessary information and assets for media plans for internal teams. 
  • Update and manage booking calendars.e.g., Reach out to vendors regarding submission deadlines and specs needed for proposed media places. 
Media Kit and Pitch Deck Support
  • Assist in keeping media kits current.
  • Support the media team in creating and maintaining pitch decks as needed.
  • Conduct benchmark and audience research. e.g., Update media kit with the latest audience metrics and examples of recent successful campaigns.
Vendor Database Maintenance
  • Enter new vendor information into the database.
  • Update existing vendor records with recent communication or changes.e.g., Update a vendor's contact information and note recent correspondences in the database.
Contract Management
  • Keep track of annual contracts with media vendors.
  • Ensure documentation is current and accessible.e.g., Monitor the expiry dates of contracts and flag any that are approaching renewal deadlines.
*Perform other related duties as requiredQUALIFICATIONS Education:
  • Bachelor’s degree in Media Studies, Communications, Business Administration, or a related field.
Experience:
  • A minimum of 1-2 years of experience in media coordination, administration, or a similar role within a media or marketing environment.
Communication Skills:
  • Exceptional verbal and written communication skills, particularly important as the position involves working remotely with a team.
  • Ability to communicate clearly and effectively through various digital communication platforms (e.g., email, video conferencing, chat applications)
Technical Proficiency:
  • Proficient in Google Workspace and Microsoft Office Suite, with a strong emphasis on Google Sheets/Excel and Google Slides/PowerPoint.
  • Familiarity with media-specific and project management software and tools. 
Organizational Skills:
  • Strong organizational skills with the ability to handle multiple tasks, prioritize, and meet deadlines.
  • Detail-oriented and able to maintain accuracy in data entry and reporting.
Team Collaboration:
  • Ability to work effectively in a team, especially in a remote setting, and contribute positively to team dynamics.
Problem-Solving Skills:
  • Ability to identify issues and work efficiently to find solutions, especially in coordinating between different teams and vendors.
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