Job
Description
This position is responsible for managing administrative functions for the IEEMA Journal, including dispatch, invoicing, compliance, audits, subscription management, and advertisement support. It is also responsible for lead generation, driving subscription growth, data tracking and reporting, sales coordination, and cold call Responsibilities The role is crucial in ensuring timely distribution, maintaining accurate records, and facilitating effective coordination with stakeholders to enable smooth operations and support sustained revenue growth. Administrative Function (Dispatch / Invoicing / Compliance and Audit) Sending the magazines to clients/subscribers/government departments/key people via courier. Maintain the list and work closely with dispatch vendors, ensuring timely dispatch before the end of the month. Preparing the labels of all copies to be dispatched and checking them against the list (postal + courier). Cleaning and maintaining the subscriber database list from time to time to ensure accurate records. Checking and maintaining monthly transaction data of all payments received, which is used for preparing GST statements. Process for Postal License (due in December 2023 – process starts from August). Ensuring all annual postal contracts are renewed yearly. Maintaining the IEEMA Journal Scrutineer Database and coordinating/following up with them for technical articles sent for scrutiny. Maintaining the IEEMA Journal repository from 1981 to date and making bound volumes every six months for our records. Ensuring all invoices related to the IEEMA Journal are tracked and payments are made on time. Following up with the finance team from time to time for pending payments. Ensuring RNI certification is updated, and one-time annual filing is done on time. Ensuring the one-time annual audit is completed smoothly by working with the external audit team and fulfilling their requirements. Ensuring all mandatory one-time annual audits and certifications for the IEEMA Journal. Sharing monthly data with the HOD and discussing strategies to grow both subscription and advertisement revenues. Subscription Maintaining the database of subscribers on IEEMA Journal software. Entry of cheques/NEFT/cash received from subscribers into the software. Reminder calls to subscribers before their subscription expires. Cold calling for new subscribers. Advertisement Sending advertisement invoices along with magazines to clients via courier. Reaching out to companies for advertisements. Ensuring that the advertising grid is maintained every month and a sheet is maintained for each month, capturing the run order and aligned with other sales support. The Role Qualifications 1 to 5 years of relevant experience in administrative functions such as dispatch, invoicing, compliance, and audit support. Knowledge of Excel for data tracking, data reporting, and maintaining databases. Experience in sales-related activities including lead generation and cold calling. Basic understanding of subscription management and customer/member relationship follow-up. Familiarity with invoice processing and basic GST concepts. Ability to generate and maintain reports for management review. Strong communication and coordination skills for liaising with vendors, clients, and internal teams. Proactive, detail-oriented, and able to manage multiple tasks to meet deadlines. Comfortable working with MS Office applications (Word, Excel, Outlook). Skills & Competencies: Proficient in Microsoft Excel for data management and reporting. Effective communication and coordination skills. Strong database and record maintenance abilities. Experience in lead generation and cold calling. • Detail-oriented with excellent organizational skills. Personality Traits: Detail-oriented with a focus on accuracy in data and record keeping. Well-organized and able to manage tasks efficiently. Proactive and willing to take initiative. Good communication skills for interacting with team members and clients. Adaptable and eager to learn new skills and processes. Show more Show less
