Naylor Association Solutions

  • Project Support Specialist (Continuous Recruitment)

    Job Location US-FL-Gainesville | US-GA-Alpharetta | CA-MB-Winnipeg
    Regular Full-Time
  • Overview

    Please note this is a continuous recruitment posting and openings may or may not exist at this time. Applications will be evaluated on an as-needed basis.


    This position is responsible for providing coordination and support for all sales-related projects assigned to Group Publishers (GP) in order to meet all timetables, revenue goals, and other project goals.  This position reports to the Project Support Supervisor and may also take direction from Project Managers (PM), GPs, and VP’s as needed. 


    Provides Front-End Project Setup and Project-Specific Support to the Project Sales Team

    1. Processes paperwork for sales cycle openings, including routing and tracking approval forms; processes and circulates internal correspondence and paperwork; supports opening and closing of projects.
    2. Prior to book/NaylorNet project opening, ensures that all publication/ project information in MIS is updated including: sales open/close dates, assigned personnel and assignment of individual budgets, rate card, indexes, premium positions, outline and project check list. Uses budgeting guidelines, as outlined in Sales Policy, to input individual sales rep budgets on each project into MIS.
    3. Responsible for routing media kits to all necessary departments for review and approval, and finally getting them back to Marketing Account Specialists.
    4. Reviews MIS reports to identify and indicate available company renewals in MIS for distribution to the appropriate sales representatives per the direction of the Project Manager or designee.
    5. Responsible for ensuring that all projects are entered into MIS and are opened on time. Sets up sales plan details in MIS with information provided by/from GP and PM. Ensures proper specifications/budgets/costs/etc. are entered into MIS based upon PM instructions. Ensure that all necessary fields are filled out and “clicked off” in MIS to get a project/book open for sales in time for renewal/book/project opening. Advises PM in a timely manner if there are any problems that could cause a project to possibly be late in opening.
    6. Per specifications provided by the PM or GP, compiles packets of information to be used at book/project opening meetings.
    7. Takes direction from GP or PM on advertising sales rate adjustments and inputs new rates and rate adjustments into MIS. Notifies GP or PM of deviations from expected rates/adjustments based on set rate adjustments for the year.
    8. Ensures information on sales team, letter territory assignments and leads list requests are accurately entered in MIS so that Marketing can distribute leads accurately into sales reps in CRM.
    9. Provides information, as needed, to sales and project management, regarding project budgets in MIS.
    10. Relays advertisement orders to the Production department.


    Completes publication workflow for project closings and handles all work associated with project closings.

    1. Ensures Flows are proofed, in compliance with layout/production standards, and approved for production on Ad Copy to Winnipeg (ACTW) date.
    2. Ensures Index to Advertiser and data are properly updated in MIS by Editorial Copy to Winnipeg (ECTW) date.
    3. Completes and submits profile data files and marketplace mock-ups to production by ECTW.
    4. Upon direction, may coordinates approval of sales Page Proofs within 72 hours of Page Proof posting by layout department.



    Provides General Administrative Support to Team of GP and PM

    1. Runs and distributes MIS reports for GPs and PMs including reports on sales and other performance, branch schedules, book budgets, revenue recognition, book openings, etc. Frequency of reports to be determined by need and may vary throughout month, quarter, and year.
    2. On a weekly basis, reviews branch schedule with PM to determine book/project meeting schedules for all publications/projects that open during that month and updates/changes as appropriate. Communicates schedule to the sales team members.
    3. Assists PMs in scheduling and coordinating Publication Project Team Meetings (PPTM) and other team meetings, as needed.
    4. Send all notifications to the sales team on a timely basis (e.g. renewal, prime positions, clean-up and outsert deadlines).
    5. Alerts appropriate sales management team members of any discovered concerns related to budgeted profit and loss margins do not meet our company standards, as defined by senior management.
    6. Assist in relaying orders to production.



    • An Associate’s degree is required, although a Bachelor’s degree is preferred, with a preference for a degree in business administration or similar field. Additional years of relevant progressive work experience, including very strong administrative experience may substitute for degree requirements on a minimum year for year basis in addition to the 1-2 years of required experience noted below.
    • At least 1 - 2 years of progressive relevant work experience in an administration, production and/or office environment, supporting a group of people or projects.
    • Demonstrated proficiency in Microsoft Office programs, including Word and Excel and internet browsers such Internet Explorer or Mozilla Firefox. Minimum typing speed of 40 cwpm.
    • Must have strong demonstrated written and verbal communication and interpersonal skills, and a commitment to support the Group PM, Sales and PMs and team members.
    • Must be detail oriented and possess strong organizational skills with the ability to work in a fast-paced, deadline-oriented environment.  Must be able to manage multiple ongoing projects and schedules for several managers simultaneously.
    • For internal candidates, familiarity with Naylor MIS preferred.  An understanding of Naylor’s sales process with advertisers, as well as 3-part sales strategy is also helpful. Previous Naylor experience in Sales, Marketing, Sales Administration or other areas desirable.
    • Ability to sit and use keyboard for extended period of time.
    • Ability to occasionally lift up to 20 pounds.
    • Ability to conduct self according to Naylor’s operating values.


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