Work With Us

Work With Us

Available Positions

Front Desk Receptionist

Job Description

The RECEPTIONIST is the first member of our staff encountered or spoken to by any visitor/caller to the Agency. The right candidate for this position must be an expert at providing excellent customer services via phone and in person, and must work collaboratively with all staff in support of any requested tasks, exhibiting flexibility, and embodying a “can do” attitude. The position exemplifies the core values and mission of the Agency, always exercising utmost discretion, diplomacy and tact in visitor/staff interactions. Therefore, the Receptionist should strive to always present a friendly but professional appearance and manner. The Agency expects this manner to extend to the expert fielding of client calls and the efficient noting of messages. Good voice recognition skills and an outgoing personality are a necessity.

Reports to COO.

Responsibilities

  • Covers the reception desk except when out of the office or on break.
  • Answers all phone calls in a friendly but professional manner, and forwards all calls to the appropriate staff members promptly and smoothly.
  • If appropriate personnel are absent or unavailable to take calls, receptionist takes neat, legible messages, including: caller’s name, company name, phone number (and extension), best time to return call, whether call is urgent, and if possible, a brief note as to the nature of the call.
  • Receives all company mail, sorts and forwards to appropriate agency personnel.
  • Receives and signs for all deliveries/courier shipments, first verifying contents per shipping bill. Notifies appropriate personnel when packages/deliveries arrive.
  • Arranges all courier pickups. Prepares courier/shipping labels per instructions provided by staff members.
  • Prepares outgoing mail and correspondence on request, including processing letters, labels and envelopes.
  • Maintains reception area to ensure a professional and welcoming appearance.
  • Greets all visitors to agency promptly and in a welcoming manner, and acts as hostess until appropriate personnel are notified of visitor’s arrival (including offering/preparing beverages for visitor). Notifies appropriate agency personnel of arrival of any such visitors.
  • Maintains current computer-based skills related to daily job functions; notifies the COO/Office Manager of any computer hardware/software and training requirements.
  • Assists the Accounting department with check runs.
  • Files/boxes vendor invoices by quarter (Q1, Q2, Q3, Q4 – Fiscal Year).
  • Makes bank deposits as requested.
  • Files Accounts Payable vendor payments.
  • Inventories office supplies (letterhead, forms, envelopes, etc.) and notifies the COO if reorder is necessary.
  • Books travel for all Agency employees.
  • Manages all IT related inquiries and tickets submitted to outside IT Support.

Position Requirements:

  • 2 years of Customer Service experience.
  • Must possess excellent communication skills.
  • Proficient in Microsoft Office programs, databases and accounting software.
  • Hands-on experience with office equipment (e.g., fax machines and printers).
  • The ability to multi-task while maintaining quality and meeting deadlines.
  • Effective time management and organizational skills; as well as, strong attention to detail.
  • Ability to work independently and/or in a team environment.

Job Type: Full-time

Entry Level Accounting Clerk

Job Description

The Accounting Clerk is responsible for all administrative functions related to posting and tracking accounts payable under the direction of the COO. The Accounting Clerk is responsible for assisting with accounts receivable. The Accounting Clerk administers all account-based processes, paperwork and records. The Accounting Clerk is involved in administration and will prepare accurate accounting reports, materials, and/or support as requested by agency management. The Accounting Clerk also provides support to the agency media department.

Reports to the COO.

Responsibilities:

  • Makes and records daily deposits and maintains cash receipts.
  • Assists in generation of media or production invoices.
  • Assists in reconciliation of media vendor invoices.
  • On a daily basis, enters all approved media and production supplier invoices to accounts payable, and files for later retrieval.
  • On a daily basis, enters all approved invoices for any purchase not related to billable work to accounts payable, and files for later retrieval.
  • Research, track, and resolve any accounting inquiries with or from vendors regarding invoices or statements.
  • Pulls all invoices from accounts payable files and completes check run (twice a month) with the assistance of other accounting department staff.
  • Brings any payables requiring urgent payment to the attention of the COO.
  • Copies media/production invoices and disperses copies to appropriate electronic files/personnel.
  • Monitors and maintains all company credit card accounts including reconciliation.
  • Monitors aged payables and notifies the COO to prevent problems.
  • Runs periodic self-audits to ensure system accuracy and reliability.
  • Prioritizes assigned accounting work and tasks, and undertakes them as needed.
  • Chases agency staff to get answers or required action when needed. Ensures the timeliness of all departmental responsibilities.

Position Requirements

  • Entry level position requiring only 1-2 years accounting experience preferred.
  • Associates degree in accounting, a plus.
  • Proficiency in Microsoft Office programs, databases and accounting software.
  • Familiarity with bookkeeping and basic accounting procedures.
  • The ability to multi-task while maintaining quality and meeting deadlines.
  • Effective time management and organizational skills; as well as, strong attention to detail.
  • Ability to work independently and/or in a team environment.

Job Type: Full-time

Production Coordinator

Job Description

The Production Coordinator is responsible for scheduling production and on-time delivery of all agency creative and production department work. This is accomplished through collaboration with the Art Director, Traffic Coordinator, account service personnel and other in-house staff. Also, by interfacing with a variety of outside vendors who supply work to the agency on a freelance or contract basis.

The Production Coordinator must be extremely organized, methodical and detail-oriented. Must be excellent communicators of concise, accurate deadline-driven information and have the ability to handle a host of projects simultaneously, ensuring the quality of work produced.

The Production Coordinator prices all agency services, calculates in-house charges through working with various departments, and requests estimates from outside sources. This information is then incorporated in cost estimates and delivered to clients. The Production Coordinator is responsible for obtaining the best price and delivery possible for all agency projects.

After acceptance of pricing, the Production Coordinator issues purchase orders to the outside vendors to complete the work and assures that when bills are received by the agency, prices are as quoted.

Coordinates with account service and creative staff on estimating all outside production.

Reports to Art Director.

Responsibilities:

  • Generates digital and/or hard copy project tracking files, entering information, assigning project numbers, issuing project instruction sheets and opening job workflow files.
  • Assists in conducting weekly production meetings with the Art Director and Traffic Coordinator, creative and production personnel.
  • Prepares production estimates based on briefings from account executives and account coordinators, and meetings with production artists.
  • Ideally, obtains three competitive quotes on every outside buy from a range of quality vendors.
  • Issues purchase orders for all outside buys for client projects.
  • Enters purchase order and invoice information in job jackets/job workflow files.
  • Supervises work performed by suppliers (freelance artists, copywriters, printers, photographers, etc.).
  • Verifies that all material is properly signed off/approved by account executive and client.
  • Coordinates with media manager to ensure publication material deadlines are met.
  • Follows up with suppliers to be sure they will meet promised delivery dates.
  • Supervises deliveries, and coordinates delivery schedules with receptionist; also checks and signs off on vendor deliveries.
  • Reviews invoices and settles billing discrepancies with suppliers; obtains approvals from account executives.
  • Reviews job billings with account executives and makes revisions.
  • Closes job jackets/files when projects are completed; notifies accounting that the job is ready to bill, then posts job to billing and removes it from production schedule.
  • Works directly with creative department and Art Director to ensure the highest quality results on every job.
  • Maintains cordial contact with all suppliers/vendors.
  • Maintains reference files for suppliers of various products and services, categorized by quality, price and turnaround.
  • Maintains current software/computer skills related to daily job functions.

Qualifications:

  • 3-5 years of agency and/or production management-related experience.
  • Bachelor’s Degree or equivalent work experience.
  • Excellent communication skills.
  • Attention to details.
  • Ability to handle multiple projects simultaneously and manage deadlines.

Job Type: Full-time

Account Coordinator

Job Description

As an Account Coordinator with Catalyst Marketing, the role is to absorb and translate the marketing needs of clients to produce tangible advertising assets in order to help grow their brand awareness, business, bottom line, etc. Account Coordinators actively participate in meetings with high profile clients on a daily basis, analyzing their respective markets to gain insight on the opportunities within their segment, and ultimately you will be allowed the opportunity to contribute your creative ideas to positively influence their business model.

The world of advertising is exciting, highly competitive, and ever adapting, and Catalyst Marketing prides itself on being on the cutting edge of the agency world. We are immensely proud of our vibrant, diverse, and motivated young staff that you will potentially be joining. You will work, learn, and grow alongside them to bring the unique perspective of the millennial generation and focus our company on the latest marketing trends and future opportunities. Catalyst Marketing Company, while having been one of the most highly regarded agencies in the Valley for over a decade, is currently undergoing a period of rapid growth, so opportunities to move up and grow in your career will be readily available to you consistently throughout your time with Catalyst. While the position does encompass a wide variety of subjects and tasks, Catalyst constantly seeks to provide comprehensive training and support to its Account Coordinators, ensuring that our young staff is always given the tools and technical knowledge to succeed in their roles.

Position Requirements

  • 4-year college degree
  • Computer proficiency; advanced knowledge of Excel is a plus
  • Proactive problem-solving ability
  • Highly organized, with the ability to multi-task in a fast paced environment
  • Meticulous attention to detail and accuracy
  • Excellent communication skills, both written and verbal
  • Strong organizational and analytical skills
  • Understanding of marketing fundamentals
  • Deadline-oriented with a sense of urgency
  • Ability to collaborate well with staff, clients, and vendors at all levels
  • Self-starter, high energy, assertive, take charge personality

Job Type: Full-time

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