Role
Duties & Responsibilities
- Act as the primary liaison between clients and internal teams
- Understand client objectives, brand guidelines, and campaign requirements
- Manage project timelines, deliverables, and approvals
- Prepare and present proposals, quotations, and campaign reports
- Coordinate with creative, production, and event teams to ensure smooth execution
- Track budgets, invoicing, and ensure timely payments
- Support new business development and client pitch presentations
- Maintain strong relationships and ensure client satisfaction
- Handle day-to-day communication and problem-solving
- Assist CS in preparing Contract via FOS to enable Finance to issue relevant booking contracts.
- Assist CS in preparing Production Quotation Requisition Form to enable Finance to issue relevant documents for client/agency signing.
- Monitor the return of signed Media Contracts and Production Quotations.
- Ensure proper filing in both soft and hard copies of signed documents
- Attach all invoices with a signed copy of Media Contract or Purchase Order or Signed Quotation.
- Follow up on retailer approval for all CI
- Follow up on client's FA submission by deadline
- In the event there is a change after a Contract is signed, Coordinator must issue a Justification Form for CEO to approve and sign. Then file a copy.
- Assist CS in delivering color proof, contracts and invoices to clients.
-Preparing Copy Instructions
- Ad visual for retailer approval by deadline
- Store selection list
- Get an actual medium for Pre-meet
- Compile all CS copy instructions for Pre-Meet
- Ensure all data in FOS are according to CI
- Liaise with Ops Admin on CI instructions
- To attend on behalf of CS when necessary
- Be familiar with various technical terms and material specifications
- To assist CS where necessary to get client approvals
- Update Low Stocks report with CS feedback
- Monitor poster delivery date and get an actual copy for Pre-Meet
- Liaise with Suppliers on Production matters when necessary
- Prepare all information on time such as Copy Instructions, Store selection, Actual sample of poster
- Ensure all information in the Pre-meet slides is accurate at all times, make the necessary changes and inform Ops Admin
- Bi-Weekly Sales Meeting
- Monthly Pre-Meet (chaired by CS team)
- Monthly Post-Meet (chaired by Ops team)
- Any other ad hoc meeting where necessary or relevant
- Supporting Group event organization and execution
- Placement Notice and Placement Photo reports to respective CS
- Preparation of monthly expenses claims
- Stand by for Reception Duty when necessary
- Supporting Shopper Plus HR and Admin
- Supporting Gazelle in HR and Admin
- Supporting CND in HR and Admin
- Supporting Pos Ad events and CRO - internal and external
- Preparing all claims for Pos Ad, Shopper Plus including Shell team, CND and Gazelle
- Handle New hired & Resigned proceeded