Prepare routine correspondence for the Editor-in-Chief and Assistant Editor-in-Chief
Screen incoming phone calls, independently responding to routine inquiries
Maintain filing systems for Editorial Department, including confidential personnel files and general department files
Record employee attendance (sick time, medical appointments and vacation schedule)
Order and arrange for the delivery of refreshments for staff meetings and events
Book meeting rooms for department meetings
Prepare and process staff reimbursements, corporate VISA reconciliations, fees/invoices for Internal Communications Department
Prepare magazines for mailing and maintain complimentary mailing lists
Fill requests for sample issues
Maintain file copies for current year for all magazines
Collect and distribute department mail
Order department supplies on approval of Assistant Editor-in-Chief
Organize external magazine subscriptions and renewals
Oversee the tidiness of department and ensure safety protocols are kept
Accept and sign for material from couriers and delivery personnel
Prepare and process all outgoing material requiring a courier
Keep display copies of publications current on ground floor and 2nd floor racks
Help prepare for department events throughout the year
Circulation Coordinator:
Responsible for efficient operation of the fulfilment process, working with mailing house/shipping companies to minimize errors, control costs and resolve problems
Receive and process requests for special orders from ministry units
Track, respond to and process ministry unit order changes
Track and respond to customer circulation inquiries, process subscriptions, renewals, gift subscriptions/cards, address changes, cancellations/non-deliveries notices and prospect records; filing all related hard-copy paperwork and updating circulation database
Process and track orders received; following up on delinquencies, NSF cheques and invalid credit card numbers
Work with ministry units regarding billing adjustments and process requests through the Finance Department
Maintain the integrity of the QuickFill circulation software by running database checks and system backups; working with the IT department for installation of upgrades and patches, and implementing new features, as required
Maintain the circulation procedures manual
Generate and prepare reports including circulation figures and changes in standing orders (increases and decreases)
Maintain stock in storage rooms for past issues of publications; dispose of outdated stock
Prepare order forms for each division and review and update all circulation forms (e.g., order change forms, renewal notices, subscription cards) to ensure clarity, accuracy and professionalism
Prepare and mail renewal notices, following the established renewal cycle
Prepare replacement orders, mailing labels and packages for shipping