Advertising Sales Assistant

Advertising Sales Support & Administrative Coordinator

Location: Harlingen/Brownsville, Texas
Department: Advertising / Sales
Employment Type: Full-Time

Company Overview

AIM Media Texas, LLC is dedicated to serving local communities in Texas through the publication of high-quality, market-leading print and digital products. We strive to engage, inform, entertain, and retain our readers while delivering exceptional value to our advertisers and fostering a supportive environment for our employees’ growth.

Position Summary

We are seeking an organized, dependable, and detail-oriented Advertising Sales Support & Administrative Coordinator to support our Legal and Retail Advertising departments.

This position plays an important role in ensuring advertising orders, customer payments, affidavits, tearsheets, invoices, special sections, and other administrative responsibilities are completed accurately and on time. The ideal candidate is comfortable working in a fast-paced environment, handling multiple priorities, communicating with customers, and supporting a team of advertising sales representatives.

Key ResponsibilitiesLegal Advertising Support

· Prepare and distribute newspaper publication affidavits and tearsheets to customers.

· Process requests for electronic and original-copy affidavits and coordinate customer pickups when necessary.

· Coordinate notarization and completion of original affidavits.

· Verify customer account information and maintain accurate payment records.

· Prepare monthly tearsheet and invoice packets for Legal Advertising customers.

· Assist with mailing proof-of-publication documentation and account information.

· Respond promptly to time-sensitive affidavit, payment, and customer-service requests.

· Maintain organized records and ensure Legal Advertising deadlines are met.

Retail Advertising Support

· Assist with scheduling and billing Retail Advertising orders, including print ROP advertising, recurring advertising, inserts, and special sections.

· Review advertising orders for billing or account holds and coordinate with Accounting to ensure ads are released in time for publication.

· Assist customers with payments and follow up on outstanding payments when requested.

Qualifications

· Strong organizational and time-management skills.

· Excellent attention to detail and accuracy.

· Strong written and verbal communication skills.

· Professional and courteous customer-service skills.

· Ability to manage multiple tasks, deadlines, phone calls, and customer requests simultaneously.

· Comfortable working in a deadline-driven environment where priorities may change throughout the day.

· Basic proficiency with Microsoft Excel, email, and general office software.

· Ability to learn advertising order-entry, billing, and account-management systems.

· Comfortable handling customer payment information professionally and confidentially.

· Ability to work independently while also collaborating with multiple departments.

· Previous administrative, customer service, advertising, accounting support, or office experience is preferred.

What We’re Looking For

We’re looking for someone who enjoys staying organized, solving problems, helping customers, and keeping a busy sales operation moving. If you are dependable, detail-oriented, comfortable communicating with customers, and able to manage multiple deadlines, we’d like to hear from you.

Please email Crystal Belmares at [email protected] or Linda Gonzalez at [email protected]

Pay: From $20,800.00 per year

Benefits:

401(k)
Dental insurance
Health insurance
Paid time off
Vision insurance

Work Location: In person