Co-ordination Assistant

The assistant coordinates workflow between various departments, ensures effective production processes, and manages relationships with suppliers. This role demands excellent organizational, project management, and communication skills to deliver high-quality outputs within set deadlines and budgets. The individual will act as a liaison between internal teams, clients, and suppliers, facilitating seamless operations.

Work flow:

• Facilitate scrums: Ensure daily planning of the creative workflow with project managers, account managers, and department heads.
• Coordinate project flow: Manage projects from inception to completion, ensuring deadlines and milestones are monitored and moved to the correct board. Update the cards to reflect upcoming deadlines.
• Collaborate with teams: Work with cross-functional teams to allocate resources, manage priorities, and streamline workflows. Escalate issues, remove them from scrums, and set up separate meetings or alerts as needed.
• Address roadblocks: Identify and resolve potential issues that may affect project timelines. Interact with project managers and the Production Team.
• Maintain traffic cards: Ensure Traffic cards are set up correctly with assigned people, deadlines, and updates. All changes to deadlines must be approved by Team Leader, Client Service, and Clients. Check all cards on the board daily.
• Lead by example: Demonstrate best practices and foster a culture of accountability and excellence.

Reporting:

• Schedule reports: Ensure reports are scheduled and managed for timely delivery according to client deadlines.
• Update traffic alerts: Ensure all deadlines are put into the board
• Accuracy and proofing: Ensure all reports are accurate and proofed before sending.
• Timely handovers: Provide reports to client service at least half a day before client meetings.
• Consistent templates: Maintain consistency in report templates.
• Improvement: Every 3rd month meet with supplier and add in new goods and offering to our reports. Look for tech advancements, new plugins, to improve our offering.

Co-ordination:

• Effective briefing: Provide clear and comprehensive briefs in a timely manner, ensuring no team member is overbooked.
• Competitive costings: Brief suppliers, request quotes from three different suppliers, and generate cost estimates.
• Budget management: Raise budget estimates for big campaigns, maintain budgets, and generate reconciliations as needed.
• Quality control: Proof and check all jobs internally before production and client delivery.
• Deliver finished products: Coordinate the delivery of finished products to clients.
• Job status updates: Update the production job status and inform client service and finance.
• Client meetings: Attend client meetings to understand their needs and brainstorm concepts, ideas, and strategies.

Procurement and suppliers:

• Preferential procurement: Manage procurement in line with BEE requirements.
• Manage freelancers and suppliers: Onboard freelancers and suppliers for finance and ensure they adhere to our code of ethics.
• Maintain supplier list: Keep an updated list of suppliers.
• Invoice verification: Verify that invoices match the agreed amounts.
• Present new suppliers: Introduce new supplier options quarterly every 3rd month in a presentation to Directors
• Stay updated: Keep abreast of industry developments and technologies in industry and present along with the above point every 3 months.

Required experience

• Advertising agency experience: At least 3-5 years of experience in a similar role within an advertising or marketing agency.
• Project management: Proven experience in managing multiple projects simultaneously, from inception to completion.
• Traffic management: Experience with traffic management tools such as Trello, Asana, or similar project management software.
• Production coordination: Experience coordinating production processes, including working with printers, freelancers, and suppliers.
• Reporting: Experience in generating, proofing, and managing reports to ensure accuracy and timely delivery.
• Client interaction: Demonstrated experience in client-facing roles, understanding client needs, and delivering exceptional service.
• Budget management: Experience in managing budgets, generating cost estimates, and reconciling budgets.
• Cross-functional collaboration: Proven ability to work effectively with cross-functional teams, including creative, account management, and production departments.

Additional skills and competencies

• Focus: Avoid constant distractions.
• Growth mindset: Engage in studies, seminars, or training at least twice a year to improve knowledge and skill set of job description. Then actively utilise what you have learnt in daily deliverables.
• Cleanliness: Maintain a clean shoot room.
• Organisational skills: Excellent organizational abilities and multi-tasking skills.
• Attention to detail: Ensure accuracy and meet deadlines.
• Relationship building: Develop and maintain good working relationships at all levels.
• Initiative and forward thinking: Anticipate needs before they arise.
• Excellent communication skills: Both written and verbal, with the ability to convey information clearly and effectively.
• Problem-solving skills: Ability to identify potential roadblocks and develop effective solutions.
• Technical proficiency: Proficient in Microsoft Office Suite, project management software, and any relevant industry-specific tools.
• Adaptability: Ability to work under pressure and adapt to changing priorities and deadlines.
• Leadership: Demonstrated ability to lead by example and foster a positive team environment.

Posted on 17 Jun 10:44, Closing date 16 Aug