Job Application for Administrative Coordinator

Nov 22

Job Description

We are seeking a highly organized and detail-oriented Administrative Coordinator to join our team. This role will provide essential administrative support to Roast magazine, manage our subscription database, order fulfillment, ensuring efficient operations and contributing to overall success. The position is based in Portland, Oregon. If you are a highly motivated and organized individual with a passion for administrative tasks, we encourage you to apply.

Responsibilities

Circulation Administration

Manage and maintain the subscription database, ensuring accurate and up-to-date records.
Send renewal reminders and process new subscriber sign-ups for both print and digital products.
Monitor and report on circulation metrics to improve reader retention and subscription growth.
Provide exceptional customer service by addressing subscriber inquiries, issues, and requests promptly.

Shipping and Distribution

Coordinate the shipping and distribution of magazines, products, and promotional materials to ensure timely and accurate deliveries.
Track shipments and resolve delivery issues by working with shipping providers.
Manage inventory of magazines, promotional materials, and other products to maintain adequate stock levels.

Event Logistics and Support

Assist in planning and execution of Roast events and participation in industry events such as tradeshows.
Coordinate attendee lists, event materials, and on-site logistics (e.g., shipping event materials to venues, registration support).
Provide support during events to ensure smooth operations, including troubleshooting and materials distribution.

Administrative Support

Process and fulfill orders for books, merchandise, and other items.
Manage incoming mail and maintain general bookkeeping tasks, including monthly invoicing and billing.
Assist with project planning, tracking, and preparing presentations and materials for meetings and events.
Attend and contribute to weekly staff meetings and the annual company planning meeting.

Additional Duties as Assigned

Perform other administrative and logistical tasks as required to support the team.

Qualifications

High school diploma or equivalent (preferred: Associate or Bachelor’s degree).
Proven experience in administrative support, logistics, or customer service.
Knowledge of database and subscription management systems (e.g., CRM tools).
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and shipping software (e.g., ShipStation, UPS WorldShip).
Strong organizational and time management skills, with the ability to multitask and meet deadlines.
Excellent verbal and written communication skills.
Positive attitude and team-oriented approach.

Preferred Skills