Bilingual (French/English) Marketing Coordinator
Ensemble Travel
Time zones: EST (UTC -5)
The Bilingual Marketing Coordinator supports all Suppliers and Members Marketing activities for Canada and Quebec, plus supports US Marketing team for Supplier Product Requests and invoicing. Responsible for the development and management of all projects using ZOHO program. Works closely with Sr. Marketing Manager for the production of English and Bilingual publications.
This position carries out responsibilities in the following functional areas:
Print Production
- Coordination of Marketing Projects, working with Sr Director and Sr Marketing Manager to create yearly production schedule.
- Enters projects and assigns tasks in Zoho Projects to team players. Oversees execution of tasks are completed, alerts team of any upcoming challenges with deadlines.
- Prepare, send and save writers’ contracts.
- Acts as the project coordinator by providing instructions to Editor, Printers and Mailhouse. Ensure that all third parties deliver tasks as per production schedule
- Provides support to the Mailhouse team if distribution lists and approval of magazine covers are missing.
- Works with the Mailhouse team to determine quantities of material to be printed.
- Works with the postal service to ensure they have distribution lists and instructions for delivery of all publications and campaigns.
- Assists Sr Marketing Manager with image searches for all editorial.
- Manages Supplier Products and Ads coordination by developing line-ups of suppliers participating in each publication for US and Canadian publications.
- Submits requests to suppliers for Canadian, Quebec and US publications.
- Reviews submitted materials, requests edits as needed to ensure products and ads meet required goals. Submits products or ads to design firm for creation of print material.
- Coordinates translation of magazine assets (editorial, ads, campaigns, etc.).
- Assists Sr. Marketing Manager with content for side bars.
Member Services Responsibilities
- Acts as main Marketing contact for Canadian members, including Quebec members.
- Manages all aspects of Member Marketing Registration in collaboration with BDD team and US Member Marketing team.
- Creates and updates Canadian Member Marketing Registration Chart.
- Prepares and sends out Marketing Registration Information to Participating Members.
- Updates the marketing section of the member portal.
- Tracks registration progress of Participating Members.
- Sends registration reminders to Participating Members.
- Updates Member Registration Chart on a weekly basis October to January 30th.
- Provides weekly update to BDD team.
- Acts as main point of contact for members who require additional information, training or assistance.
- Ensures all members complete and submit a registration form.
- Supports the team in recruiting new members into Marketing Programs.
- Updates CRM with member participation information.
- Creates communication for participating agencies for all publications – due date, personalization request, magazine announcement newsletter.
Accounting Responsibilities
- Receives and prepares vendor invoices.
- Prepares suppliers invoices.
- Inputs information in Concur; ensures invoices are approved and processed.
- Processes all vendor invoices into Concur.
- Maintains files with back up details for each invoice.
- Provides supplier partners with third party invoices when and if required.
- Works with Sr Director to ensure Actual Expenses are accurate and advices Accounting if any changes are needed.
- Completes invoicing of participating members for package and, as needed, for surplus magazines and personalization.
Core Competencies:
- Highly organized
- Excellent verbal and written communicator in English and French
- Proactive problem solver
- Team player
- Ability to take direction and work with various team players
- Strong knowledge of Microsoft Excel
- Strong time management skills
- Detailed oriented to ensure accuracy
- Multitasker
- Patient and perseverant when dealing with suppliers and members
Requirements and Qualifications:
- Travel industry knowledge
- Basic design and magazine production experience
- Experience in working with a tour operator or travel agency
- Working knowledge of common computer programs
- Project management skills
- Strong communication skills in French and English
Required Education and Experience:
- Must have strong knowledge of travel industry either through experience or education
- Strong computer literacy
- Must have experience managing marketing project
Preferred Education and Experience:
- Marketing certificate or degree
- Project management certificate
- Travel and Tourism certificate or degree
Travel:
Minimal travel is expected for this position.
Supervisory Responsibility:
This position does not have direct supervisory responsibilities
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