The Ad Sales Coordinator is responsible for supporting Totem’s Commercial Arm and is the day to day support for the team. He/She will manage the contact to contract sales process efficiently and effectively, with transparency to ensure the best customer experience and response. The right candidate will also manage the sales and advertising function to assisting in the achievement of strategic sales targets while working closely with the sales, editorial and account teams to provide marketing programs, reports etc., that support the overall sales effort.

As part of Totem’s Commercial Arm division the Ad Sales Coordinator will be working as the main contact with the sales team and their key accounts while acting as the liaison between the various business and creative departments.

Key Responsibilities

  • Deal with customer/media questions regarding inquiries and media kit information
  • Responsible for all aspects of administrative assistance for the Sales Department
  • Obtaining prospects and checking addresses and contact information
  • Generate and maintain sales status reports on a daily basis using Excel
  • Organize and schedule meeting rooms for various activities and meetings
  • Liaise with Production, Art and other departments where needed
  • Printing, colour photocopy and assembling of materials
  • Call/email notices for Ad material, updating representatives and production on Ad material status
  • Maintenance of Goldmine database system, updating contacts
  • Organizing insertion orders from Sales Representatives
  • Obtaining subscriptions, purchasing magazines for research, this includes dealing with renewals
  • Processing subscriptions invoices
  • Scheduling of status meetings with appropriate representatives
  • Development of sales presentations when needed
  • Assist on development of collateral materials; media kits, research summaries, and sell sheets
  • Project management of advertorial mock ups
  • May involve some writing, designing and editing to ensure materials get approved and printed according to the established timeline
  • Assisting in the writing and designing of each publications media kit, and taking care of any revisions involved
  • Organization of all issues in Ad Sales Storage, this occurs 2-3 times annually.

Required Experience and Skills:

  • 1-2 years’ experience in a Sales support role
  • Experience with a Sales/Content management tool is an asset
  • Proficient in Excel, Word, Power Point and Outlook
  • Post-secondary education in media sales or marketing is an asset or equivalent
  • Strong customer service and interpersonal skills
  • Excellent communication skills (written and oral)
  • Strong organizational skills
  • Team player
  • Ability to juggle several projects simultaneously
  • Ability to work with tight deadlines, in a faced paced environment
  • Strong attention to detail

How to Apply

Please send CVs to with “Ad Sales Coordinator” in the subject line.