Closing Date : 30/04/2020

Client Service - Administrative Executive



Duties & Responsibilities
- A) Selling process
- • Answering of phone calls and taking messages for Client Service team when they are not in the office.
- • Any inquiries from client not already allocated, will be handed to CSD for allocation
- • Help CS on research on client's products and services in preparation of presentations or proposals
- • Be familiar with available research data: IMS, AdQuest, ClearDecisions, Pos Ad research, Kantar World Panel.
- • Managing Sub-category availability list based on confirmed booking and Letter-of-Intent signed.
- • Be familiar with FOS.
- B) Sales Closed - Preparation of Official Documents for signing
- • 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.
- C) Internal Processes
- • Preparing Copy Instructions
- o Ad visual for retailer approval by deadline
- o Store selection list
- D) Preparing Pre-meet slides
- • 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
- E) Production Check List
- • 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
- F) Pre-Meet (an internal meeting organized and chaired by CS team attended by Operations, Creative and Production teams)
- • Prepare all information on time such as:
- o Copy Instructions
- o Store selection
- o Actual sample of poster
- • Print 1 set of pre-meet slides for all attendees
- • Ensure all information in the Pre-meet slides is accurate at all times, make the necessary changes and inform Ops Admin
- G) Internal Meetings to attend
- • 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
- H) Other Administrative
- • 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

Job Requirements
- Diploma / degree in Marketing, Media Studies, Mass Communication or related field.
- 1 to 2 years’ experience in client servicing or advertising sales.
- English & Bahasa Melayu
- Self-starter, organized, resourceful, independent and self-motivated, strong interpersonal and communication skills, result oriented, a team player
- 25 and above

  Spoken Language:  Malay, English, Mandarin

  Written Language:  Malay, English, Mandarin