Advertising Operations Coordinator

Overview

The Advertising Operations Coordinator supports the advertising sales business by ensuring the accurate placement and execution of print and digital advertisements, thereby protecting and maximizing advertising revenue. The role is responsible for managing advertising artwork, coordinating placements, and reviewing layouts to ensure all advertisements run correctly and error‑free.

Scope & Responsibilities

This role provides administrative and operational support to the advertising sales operations within the global Commercial Sales department. The position contributes to SAGE’s profitable growth by coordinating advertising placements across assigned print and digital journal issues, supporting Account Executives, delivering high‑quality customer service, and ensuring all advertisement artwork is proofed accurately prior to publication.

The Advertising Operations Coordinator works closely with internal stakeholders including Advertising Coordinators, the Advertising Supervisor, Account Executives, Production Editors, Content Managers, and the Art Department, as well as external stakeholders such as journal advertisers and society partners.

The primary focus of the role is to manage the receipt, processing, quality control, and placement of advertising artwork. Accuracy is critical, as incorrect ad placement can directly impact advertising revenue.

The role operates under tight deadlines and high‑volume schedules, requiring strong organizational skills, attention to detail, and sound judgment. While there is no direct budget responsibility, the position requires cost‑related decision‑making when managing late submissions or production issues. Coordination with printers may be required for complex ad placements such as cover tips, belly bands, and ousters.

Key Accountabilities

1. Proactively follow up with advertisers to ensure print and digital artwork is submitted by established deadlines.

2. Review all artwork submissions to confirm compliance with technical specifications prior to sending files to Production for full pre‑flight checks.

3. Submit advertising files for pre‑flighting and communicate any issues or required corrections to customers in a timely manner.

4. Collaborate with Production Editors to ensure all advertisement placement requests and special positions are accurately executed prior to manufacturing.

5. Review final issue proofs containing paid advertisements to ensure all scheduled ads are present, correct artwork is used, and positioning requirements are met.

6. Review assigned digital staging links, provide timely approvals, and coordinate corrections with the Nxtbook production team. Share finalized live links with relevant stakeholders.

Productivity Standards

1. Manage advertisement processing per issue in line with the guidelines outlined in Microsoft Dynamics MTR.

2. Successfully complete assigned issues with high quality standards, including reviewing and approving layouts and proofs to ensure error‑free ad placement. Responsibilities will transition in a phased manner following completion of training.

Communication & Operational Support

• Respond to all email inquiries from advertisers, US/UK Advertising Coordinators, Production Editors, the Advertising Supervisor, and SAGE staff within 24 hours (excluding weekends and holidays).

• Communicate clearly, professionally, and in an organized manner at all times.

• Coordinate occasionally with Typesetters regarding the completion of ad processing and pre‑flight activities.

• Assist the Advertising Supervisor with ad‑hoc projects and initiatives as requested.

• Adhere to advertising guidelines for all assigned journals.

• Consistently meet or exceed productivity expectations for the role.

Liaison Responsibilities – SAGE Delhi & US/UK Teams

1. Act as a key point of contact between SAGE Delhi and US/UK teams, ensuring professional and effective communication on journal‑related matters.

2. Monitor advertising progress throughout the production workflow and proactively address issues as they arise.

3. Escalate any tense or sensitive communications to the supervisor promptly, and share positive feedback received from advertisers or US/UK stakeholders.

Supportive Team Member Responsibilities

• Actively contribute ideas and feedback in a constructive and solution‑oriented manner.

• Provide support to Advertising team members across select journals, as directed by the supervisor.

• Participate in departmental projects, committees, or task forces as assigned.

• Collaborate effectively with team members, supporting a positive and productive work environment.

• Maintain professional conduct, discipline, and courteous communication at all times.

• Ensure regular attendance, adhere to office timings, and report absences promptly to the Advertising Supervisor.

• Perform additional duties as required to support department and company goals.

Diversity, Equity, and Inclusion

At Sage we are committed to building a diverse and inclusive team that is representative of all sections of society and to sustaining a culture that celebrates difference, encourages authenticity, and creates a deep sense of belonging. We welcome applications from all members of society irrespective of age, disability, sex or gender identity, sexual orientation, color, race, nationality, ethnic or national origin, religion or belief as creating value through diversity is what makes us strong.  As a business and as an organization with an increasingly agile workforce, we're open to flexible working arrangements where appropriate.