The Publishing Assitant will Proofread all information from Directory Advertising Contracts and their associated documents, against pdf contracts in the Bookman Publishing System. Assist in the preparation and compilation of all telephone directory publications as published by the company, and in keeping with the printer’s deadlines. Ensuring that all e-contracts meet the required standards for fulfilment to take place within the agreed timelines.

 

EDUCATION, SPECIALISED SKILLS/ TECHNIQUES AND LEARNED DISCIPLINES:

 

• Certificate/Diploma in Business Administration or its equivalent, from a recognized institution.
• A minimum of two (2) years of working experience in a Publishing environment.
• Knowledge of the Law of Contracts.
• Proficient in the use of Computer Applications.
• In-depth knowledge of the products and services offered by the company and associated rates and tariffs.
• Knowledge of the various functions and operations of the Publishing department.
• Knowledge of Accounting Principles.
• Knowledge of Publishing & Graphic Concepts & Systems.
• Knowledge of layout techniques for listings and display ads.
• Excellent analytical and problem-solving skills.
• Excellent time management skills.
• Good stress management skills.
• Excellent customer care skills.
• Excellent oral and written communication skills.
• Ability to exercise initiative, good reasoning skills and sound judgment.
• Knowledge of Company Policies & Practices.
• Knowledge of Local and International Directory Publishing standards.

 

DUTIES AND RESPONSIBILITIES:

CONTRACT – VERIFICATION

 

1. Proofread all Directory Advertising Contracts in the Bookman Publishing System, on an ongoing basis, in keeping with directory standards and the set printer’s deadlines and for enabling the timely transition of the normalized e-contracts to the fulfilment unit.
2.  Accurately check all documents submitted with the advertising contracts to ensure that all standards and requirements are adhered to and ensure that contracts are returned for breaches in keeping with the prescribed standards and requirements and that there are no associated errors appearing in the Directory or online.
3. Identify all errors and anomalies on the contracts and the associated documents at the first stage of checking and clearly document them in Bookman and reject to Sales within the agreed timelines
4. Verify Content Collection Forms (CCFs), to ensure that the information contained is sufficient and correctly presented to aid with the fulfilment of all e- products.
5. Verify Ad copy sheets and ensure that display advertisements' seniority dates are correctly maintained in the Bookman Publishing System and that both display Ads and listings are automatically linked at the final pagination of the Yellow Pages.
6. Assist in verifying, updating, formatting & quality checking all ‘free’ listings, for the White & Yellow Pages data on an ongoing basis, this in keeping with directory standards and the printer’s set deadlines.
7. Accurately proofread all special sections for assigned books, in keeping with deadlines and directory standards
8. Always produce work that is error-free by delivering high-quality customer service and maintaining a high accuracy level for all tasks performed, as assigned.

 

DIRECTORY PAGINATION CHECKS:

 

1. Quality checks all paginated pages against final proof Ads, to ensure that customer requests are captured in final production.
2. Check for accuracy/ colour specification and seniority placement for display Ads.

 

Validate page elements such as:

•  Ad orientation as per customer request and standard size layout.
• Match listing anchors against Ad placement.
•  Ensure that Display Ads are correctly classified.
•  Listing corresponds with Display Ad indicated.
• Validate listing sort order and correct classification placement.
• Check for duplication of listings.

 

ADMINISTRATIVE

 

• Report to work according to agreed work hours.
• Complete a Job Completion Form, detailing all tasks done and submit it to the Publishing Supervisor for analysis and preparation of the weekly progress report.
• Undertake tasks in a professional manner and adhere to the company's policies and standards.
• Carry out any other reasonable instruction/directives from time to time, to assist in advancing the business in quality customer service and revenue assurance.

 

PERFORMANCE CRITERIA:

This job is satisfactorily performed when:-

 

• All work is processed error-free.
• All documents are accurately proofread and quality checked in keeping with prescribed rules and timelines.
• International Directory standards are adhered to.
• Queries are handled timely, efficiently and effectively.
• Deadlines and objectives are met.
• Quality customer care techniques are practised at all times.
• The effort is made to foster team spirit and harmonious working relations maintained across teams.

 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB:

 

• Normal office environment.
• Required to work outside of normal working hours as deemed necessary.

 

HOURS OF WORK:

 

• Monday to Friday 8:00 am - 5:00 pm.

 

NOTE:  This job description may be updated periodically.

 

Application: June 2, 2023