iHeartMedia Sales Administrator and Trade Show Coordinator in White Plains, New York

Current employees and contingent workers click here at https://wd5.myworkday.com/iheartmedia/d/task/3005$4482.htmld to apply and search by the Job Posting Title.


Job Summary:

Job Description: Sales Administrator and Trade Show Coordinator

Reports to the VP, Sales & Marketing.

This role of Sales Administrator/Trade Show Coordinator involves a great deal of multitasking, attention to detail, excellent organizational skills, book keeping skills, willingness to show initiative as well as being a team player. You will work with various interdepartmental teams (Sales, Marketing, Operations, Accounting) overseeing the sales organizations administration duties as well as liaise with VP, Sales to engage in trade show planning activities according to the needs of the department.


  • Handling all internal and external communication with business partners ie; Premiere, Nielsen, Spectrum

  • Sales Contract administration

  • Organizing meetings

  • Sorting and distributing incoming and outgoing sales traffic.

  • Making travel arrangements as necessary to facilitate all trade show activity.

  • Much of the work involves oral and written communication, word processing, excel and internal client system and fielding email and telephone inquiries.

  • Login/password creations, on average about 50-60 new account credentials. (from MM sales staff as well as MediaBase – National Mscore)

  • Call letter changes, received from Premiere. About 5-10 station per day – update MM sales spreadsheet

  • Contract processing:

  • Cash contract must be accompanied with a Detail Sheet, which is filled out by the sales person, but completed by myself with Contract #

  • Once contract is signed update Running Sales report if Cash

  • Scan, make copies mail original to client

  • If it is a barter contract convert the AQH to get the value

  • Also for barter contracts if it is new business submit an ADD form to Premiere or Dial Global (Hispanic), or renewal with any inventory change submit CHANGE form

  • Enter contract into RCS client system

  • Create any new account credentials needed in the MM client system

  • Barter Add/Change/Delete request forms– send email to Premiere or Dial Global

  • Discrepancies, received from Premiere

  • Trial set-up (MM sales & Mediabase)

  • Client request:

  • Updating of users, any deletions of accounts or additions

  • Forgotten login/password request (fielded by phone and email)

  • Problems accessing the site (fielded by phone and email)

  • Tradeshow/Conferences:

  • Secure booth space with contract and 50% deposit. This requires submitting a check request to AP.

  • Register attendees (badges and any needed passes)

  • Secure hotel room(s)

  • Submit paperwork for exhibitor services

  • Coordinate booth travel with Spectrum, send exhibitor services paperwork as well.

  • Work with the Marketing department if there are any graphic changes needed for exhibit purposes.

  • Sales team request:

  • Usage reports

  • Deactivations/new user set ups. Including trials

  • Projects (for example excel work, station research)

  • Other administrative duties.


  • Send detailed discrepancy report to sales team.

  • Throughout this process I work very closely with each sales person that has a station(s) on the discrepancy list. I report back to Premiere on the facts and findings for the stations. This is an ongoing process until Premiere is satisfied and the station can be

cleared from the discrep list.

  • Monday Pipeline report – update each sales persons pipeline into one report and forward to Frank for his weekly Sales Meeting


  • iHeartMedia monthly usage reports for all markets and send to Frank for distribution to the Regional Mangers.

  • An aging report is received from the AR department monthly with clients who are delinquent on their accounts. My role is to gather these clients and give a detailed report to the sales force so that they can intervene to bring client current.

  • Part of the back up team for the Reception Desk.


White Plains, NY: 445 Hamilton Avenue, 7th Floor, 10601

Position Type


The Company is an equal opportunity employer and will not tolerate discrimination in employment on the basis of race, color, age, sex, sexual orientation, gender identity or expression, religion, disability, ethnicity, national origin, marital status, protected veteran status, genetic information, or any other legally protected classification or status.

Our organization participates in E-Verify. Click here at http://iheartmediacareers.com/Pages/EEO.aspx to learn about E-Verify.

Current employees and contingent workers click here at https://wd5.myworkday.com/iheartmedia/d/task/3005$1999.htmld to apply and search by the Job Posting Title.

iHeartMedia, Inc. is one of the leading global media and entertainment companies specializing in radio, digital, outdoor, mobile, live events, and on-demand entertainment and information services across the nation and providing premier opportunities for advertisers.

Click Here To Learn More About Us:

www.iheartmedia.com at http://www.iheartmedia.com/Pages/Home.aspx