Nadine Rooke

OFFICE MANAGEMENT

• Liaised with IT department to rectify technical issues promptly and set up new staff when needed.
• Managed supplier relationships to secure best pricing and service delivery with Printers, Health Insurance, Utilities, Subscriptions Fulfilment and Third party distribution.
• Answered high-volume daily telephone and email enquiries, minimising correspondence backlogs.
• Ensure all Health and Safety practices are in place. Including risk assessments. DSE compliance and booking first aid training courses for staff.

CIRCULATION

• Take part in fortnightly meetings with account manager at our distribution company to discuss promotional spend, budgets and ideas to improve sales.
• Take part in 6 monthly meetings with management for an overview of account.
• Collate net sales for each issue and circulate to staff.
• Complete Annual ABC audit.
• Collate the print order and liaise with the printers to ensure all delivery deadlines will be met.
• Upload PDF's to all digital suppliers of the magazine.
• Put together annual schedules of the magazine and liaise with staff, printers and distributors to make sure all expected dates can be met.
• Source "Spa breaks/overnight stays" from Pr companies for WHS High Street promotions.
• Order and check the barcode for each issue

SUBSCRIPTIONS

• Source and negotiate with companies for gifts/products to use as incentives for new subscribers.
• Deal with day to day enquiries that escalate to head office from customers to ensure their needs are met.
• Post out subscriber gifts once data supplied.
• Liaise with Subscription fulfilment company to ensure promotion codes are set up.
• Liaise with Subscription consultants to arrange contras with other titles. Brief in artwork to designer. Obtain price and send artwork to the printers for delivery.
• Generate new ideas and prices points to set up promotional emails to database to encourage new subscriptions. Brief in artwork to designer and check proofs provided by IT and ensure they send out on specific date.
• Send front covers and upload issue PDF's to third party companies to ensure the latest issue is being displayed.
• Order any stationery required such as headed paper, prepaid envelopes and check with Royal Mail if the licence and design still meet requirements.
• Ensure all Website Pop ups and Banners are up to date and active on website.
• Weekly conference calls with account manager to discuss projects, ideas for new subscriber incentives, lapsed mailings, sale figures and a general overview of account.
• Check all 3rd party invoices match new orders and pass to accounts for payment.
• Check Quarterly and release monies earned from digital providers.
• Ensure all offers are being pushed on social media.

• Assist the Circulation Manager in all aspects of the job including promotional and general correspondence
• Liaise with wholesale Head offices to update on promotions and supply figures
• Ensure that both Circulation & Subscriptions department runs efficiently and smoothly and meet all deadlines & manage admin staff
• Visit retail outlets within Central London to promote the magazine and obtain feedback and report to the General Manager
• Provide holiday and sickness cover for the secretary to the General manager, including audio typing and general secretarial cover
• Creating databases and sending out large mailings
• General and IT training for new staff of the departments duties
• Liaise with maintenance companies regarding hardware and facilities within the company
• Deal with returns within the distribution of the magazine from wholesalers and deal with any queries regarding these
• Liaise with Royal Mail for invoicing, special collections, press stream mailings & parcels
• Authorisation of invoices with regards to all distribution
• Deal with all customer enquiries by telephone, fax or email
• Attend national promotions and sponsored events and entertain wholesalers

• Collate distribution figures for the print order for wholesalers nationally & internationally
• Liaise with the printers regarding the print order
• Produce weekly net sale figures for the company and auditors
• Stationery ordering for the whole company and budget cost variations
• Provide cover and assistance to the Subscriptions department
• Deal with all renewal subscriptions and promotion for new subscribers
• Scheduling meetings for Circulations Executive
• Provide archive copies to customers for any advertisement or article they require

• General office duties including filing, photocopying, faxing and creating promotional materials as and when required

• General office duties including telephone quotes, filing, writing out cover notes and dealing with credit card payments