Office & Advertising Marketing Coordinator
Position Overview
13 Stars Media is seeking a highly organized, detail-oriented, and proactive Office & Advertising Coordinator to support the daily operations of our publishing company. This position serves as the central hub for office administration, advertising coordination, client communication, production scheduling, and publication support across our newspapers, magazines, websites, and special publications.
The ideal candidate thrives in a fast-paced environment, enjoys working with clients and team members, and possesses strong organizational, communication, and project management skills.
Key Responsibilities Office Administration
- Manage daily office operations and administrative functions.
- Answer phones, respond to emails, and direct inquiries appropriately.
- Maintain organized digital and physical filing systems.
- Coordinate office supplies, equipment, and vendor relationships.
- Assist management with scheduling, meetings, and special projects.
- Maintain company databases, contact lists, and internal documentation.
Advertising Coordination
- Serve as a primary liaison between advertisers, sales representatives, designers, and production staff.
- Coordinate advertising schedules and publication deadlines.
- Collect advertising materials, logos, artwork, and client approvals.
- Review advertisements for accuracy before publication.
- Prepare and distribute advertising proofs to clients.
- Track advertising placements across print and digital platforms.
- Maintain advertising contracts and insertion orders.
- Assist with advertiser renewals and campaign scheduling.
Production & Publication Support
- Help manage weekly and monthly production calendars.
- Coordinate communication between editorial, design, and sales departments.
- Ensure advertisements are submitted and approved before deadlines.
- Assist with special sections, directories, maps, programs, and magazine publications.
- Monitor project timelines and follow up on outstanding items.
Billing & Documentation
- Prepare invoices and assist with advertising billing.
- Track client payments and communicate with accounting as needed.
- Maintain accurate client records within company systems.
- Assist with reporting and advertising performance documentation.
Legal & Classified Advertising
- Coordinate legal notices and public notices for publication.
- Verify legal advertisement requirements and deadlines.
- Manage classified advertising submissions and scheduling.
- Ensure compliance with publication standards and legal requirements.
- Communicate with government agencies, attorneys, businesses, and community members regarding notice placements.
Customer Service & Client Relations
- Provide exceptional customer service to advertisers, readers, and community partners.
- Respond promptly to client requests and questions.
- Build positive relationships with local businesses and organizations.
- Support sales staff by ensuring a smooth advertising experience from start to finish.
Qualifications
- 2+ years of administrative, advertising, media, publishing, or office coordination experience preferred.
- Strong organizational and time-management skills.
- Excellent written and verbal communication abilities.
- Proficiency with Microsoft Office, Google Workspace, and cloud-based systems.
- Experience with invoicing, CRM systems, or project management software is a plus.
- Ability to manage multiple deadlines simultaneously.
- Detail-oriented with strong proofreading skills.
- Professional, dependable, and able to work independently.
Preferred Skills
- Knowledge of advertising production processes.
- Familiarity with legal notices and classified advertising.
- QuickBooks experience is a plus.
- Experience working with designers, editors, and sales teams.
Compensation & Benefits
- Competitive salary based on experience.
- Paid holidays and PTO (if applicable).
- Professional development opportunities.
- Opportunity to grow within a rapidly expanding community media company.
About 13 Stars Media
13 Stars Media is a locally owned publishing company dedicated to serving communities through trusted journalism, community publications, magazines, digital media, and special events. We believe in the power of local storytelling and building strong relationships with the communities we serve.
Pay: $19.00 - $22.00 per hour
Benefits:
- 401(k)
- Flexible schedule
- Health savings account
- Professional development assistance
Work Location: In person
