Position       : Administrative Assistant (Freelance Expense Management)

Location : Sparks, MD

Duration : 12 Months Contract

Total Hours/week : 40.00

Description:

• IDS literature room – Literature #’s that are on brochures and sales sheets are maintained in Salesforce.com.
• This is linked to our project management system where the project # becomes the literature # on the back of marketing collateral.
• Additionally, at least once per year, we work with the literature room to export metrics on inventory levels and usage so we can purge old material and get a sense for reprint needs.
• Needs around the literature inventory would include auditing reports for pieces or documents that should be expired/purged, ensuring that the lit numbers match on the digital copies of the pieces and in the inventory list, communicating with the lit room in Franklin Lakes from time to time and additional inventory management (notifications to manager when additional inventory needs to be ordered, for example).

Media Beacon

• This houses our visual archive to create digital and print collateral.
• The need is to have someone go through and add meta data to all the files we have and all the files we add.

Work Groups

• Our project management system. Manage workflow and traffic of requests that come in.

Freelance expense management

• Freelance artists often accept CC payment. This requires submitting expense reports but with allocations by hour.
• A template has been created for data entry to determine the % utilization by cost center.
• This is a monthly occurrence which needs data input and analysis output.

Tradeshow assets

• The instruments for tradeshows have shipping crates.
• The maintenance of the shipping containers needs to be coordinated between AMZ Material Handling and the loading dock team. Inspection and maintenance occurs after every tradeshow.
• The instruments on return need to be coordinated into repair and maintenance in order to prepped and ready for the next event.
• The instruments. Additionally, on return, instrument peripherals (reagents, tablets, power chords, scanners) often are randomly packed on pallets.
• An audit is required, in prep for the next show, to ensure new reagents are ordered, required peripherals are not missing.

Metrics analysis

• Analyzing web and marketing metrics for quarterly reporting.