Scholastic Book Fairs

About Scholastic Book Fairs


Job Category:



United States

Postal Code:


Approximate Salary:

Not Specified

Marketing and Production Administrator

Scholastic Book Fairs - Lake Mary, Florida

Posted: 09/14/2018

JOB RESPONSIBILITIES<?xml:namespace prefix = "o" ns = "urn:schemas-microsoft-com:office:office" />


Tracking System & Department Responsibilities

·         Maintain Master Schedule, create monthly report, and schedule monthly review meetings to open new jobs

·         Open new jobs daily as requested and create folders for Project Managers, Buyers and Designers

·         Open all new jobs and item numbers from the inventory system linked to Oracle purchasing system and item master systems

·         Schedule weekly production meeting, update schedule after meeting, and update tracking schedule daily

·         Print weekly updated report for designers

·         Close job folders when jobs shipped complete and file closed job jackets and give final files (CD’s) to Art Director

·         Database management as it relates to: data collection, and data entry including the maintenance of the Freelance Estimate Logs

·         Monitor and maintain department calendar; i.e. vacation, attendance and corporate calendar of events

·         Distribute department mail and faxes on a daily basis

·         Maintain an adequate inventory of office supplies and re-order as necessary

·         Maintain and update additions and deletions to the Book Fairs Marketing IS list

·         Maintain department files/records

·         Move last year’s files to warehouse and prepare file cabinets for the new year

·         Provide general clerical and administrative support for the Marketing Department

·         Coordinate department meetings and functions including booking conference rooms

·         Assist staff with preparing and distributing presentations for meetings and other projects

·         Proofread and edit departmental documents and presentations before distribution

·         Professionally communicate to all personnel

·         Other duties as requested by Director, Marketing Production or Department Managers


Purchase Orders & Invoices

·         Code, process and gain approvals on all invoices, purchase orders and expense reports, send to online Catalyst system

·         Create Purchase Orders for creative, prepress, freelance (all items over $2000)

·         Enter all purchase order and invoice information daily into the Actual vs. Budget financial files and send monthly report to accounting


Talent and Freelance

·         Review and maintain current freelance contracts

·         Request information for new freelance contractors, prepare contracts, route for signatures, maintain files and database of contracts

·         Request new vendor set up in Catalyst (vendor payment system) from NY and coordinate new vendor setup in Oracle

·         Send instructions and assist new contractors set up online account with Catalyst


Marketing Update

·         Responsible for creating weekly marketing update

·         Collect articles, create intranet hyperlinks if needed, edit articles as requested, compile information in weekly shipping report and transfer information to marketing update

·         Route for manager approvals and edit as requested

·         Publish final approved version to the intranet with announcement the weekly update is available

·         Post Manager Connection article announcing weekly marketing update and shipping report is available


Intranet point of contact for Marketing Department

·         Update marketing sections as needed

·         Publish files, alerts and articles as needed


Costume Maintenance Program

·         Receive maintenance forms, track shipments of costumes to vendor for cleaning

·         Match estimates from vendor to maintenance requests, ensure accuracy of counts and charges

·         Contact branches/vendor when discrepancies arise, to expedite cleaning, to follow up on inquiries

·         Code and approve all invoices through Catalyst

·         Create Costume Budget for each region, provide detail of all charges on Actual vs. Budget to accounting for rollup on Regional P & L



·         Order and receive all stationery items for Lake Mary Office

·         Communicate with e-print contacts regarding orders and invoices

·         Code and approve all invoices for Lake Mary Office

·         Coordinate and route vendor invoice to proper personnel for coding/approval

·         Remain as resource for field e-print contact

·         Coordinate yearly address changes with vendor and revise online stationery address lists



·         Assist production procurement team in purchasing selected materials during peak production times twice a year

·         Quote and purchase selected items, coordinating vendor production, sending art files, approval of vendor proofs, acquiring final shipping documents, final artwork files, invoice approval and coding for accounting.



·         Distribute samples weekly

·         Maintain confidentiality of themes, directions, pricing, vendors, tactics, and marketing materials

·         Assist with the planning and execution of departmental activities as requested

·         Assist Department Managers, including Project Managers, with projects as needed


JOB REQUIREMENTS<?xml:namespace prefix = "o" ns = "urn:schemas-microsoft-com:office:office" />

·         Bachelor’s Degree or equivalent experience.

·         Minimum two-year’s business experience in agency, print shop or marketing organization desired

·         Production traffic coordination experience desired

·         Knowledge of pre-press and print production a plus

·         Ability to work independently and when directed

·         PC Experience including PowerPoint, MS Word, Access and Excel preferred

·         Responsible, deadline oriented good problem solver

·         Ability to motivate and encourage individuals to remain on task and to meet deadlines

·         Extensively organized with multi-tasking abilities


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