Sales & Account Coordinator (Ad Sales)

Media Source LLC

About The Position

Are you a highly organized, proactive self-starter who thrives in a fast-paced, deadline-driven environment? A team-oriented professional with a solutions-focused mindset? Ability to problem solve with excellent analytical skills? We are seeking a detail-oriented Sales & Account Coordinator to support our advertising sales team. This role is primarily focused on sales operations and administrative support (approximately 75%), with a key component dedicated to managing CRM communications and lead nurturing. The remaining portion of the role includes client interaction and coordination of select smaller accounts, offering exposure to the sales process and growth opportunities. The Media Group, a division of Media Source, is an industry-leading media and information company serving the literacy and learning market. Our respected brands—Library Journal, School Library Journal, and The Horn Book—connect advertisers with highly engaged audiences across digital media, print, events, and marketing services. This position supports the Ad Sales Director and broader sales team by managing key operational workflows, maintaining accurate sales data, and coordinating advertising efforts across multiple platforms.

Requirements

2–4 years of experience in sales support, account coordination, or B2B media
Strong organizational skills and exceptional attention to detail
Excellent written and verbal communication skills
Ability to manage multiple priorities in a deadline-driven environment
Experience with CRM systems (HubSpot, Microsoft Dynamics, or similar preferred)
Experience with email marketing, CRM workflows, or sales automation tools preferred
Proficiency in Microsoft Office, especially Excel and PowerPoint

Nice To Haves

Exposure to digital, print, and event-based advertising
Experience working with media or marketing data
Familiarity with tools such as Magazine Manager or similar platforms

Responsibilities

Manage and track all signed media and event contracts
Maintain accurate CRM records, including opportunities, contacts, and account details
Generate weekly and monthly sales reports and performance metrics
Coordinate inventory and availability across digital products (newsletters, website, blogs, etc.)
Convert proposals into booked business and ensure proper documentation and accuracy
Maintain and update sales materials, media kits, and promotional documents
Support data entry, reporting, and general sales operations
Assist with list management and other data-related projects
Serve as a point of contact for select smaller accounts
Respond to inbound advertising and event inquiries
Assist with client communication, follow-ups, and campaign coordination
Support upsell and renewal opportunities where appropriate
Liaise between sales, marketing, and production teams
Coordinate materials and requests with design and marketing teams
Ensure accuracy and consistency across all client-facing materials
Maintain organized sales materials, media kits, and documentation
Assist with outreach and prospecting efforts as needed
Provide ad hoc support to improve team efficiency and workflows
Compile and analyze website and campaign performance data
Create monthly digital performance reports (PowerPoint/Excel)
Provide accurate and timely reporting on sales activity and initiatives
Draft and manage outbound sales communications, including email outreach, follow-ups, and client letters
Execute and optimize CRM-based communication sequences (email campaigns, drip campaigns, and follow-ups)
Track engagement metrics such as opens, clicks, and downloads to identify qualified leads
Coordinate follow-up activities for the sales team based on prospect engagement
Maintain accurate contact records and activity tracking within the CRM
Support lead nurturing efforts to drive future sales conversations