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Sr. Digital Asset Coordinator, 4013023

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Our client is seeking a Sr. Digital Asset Coordinator for a 3 month leave coverage beginning October 1st.

PURPOSE OF POSITION
Senior Digital Asset Coordinator is responsible for the organization and maintenance of internal marketing communications agency’s server for all company brands, including digital assets and print archive. Position requires strong organizational, graphic design, and communication skills.

KEY RESULTS AREAS
• Display accountability of department server by overseeing the organization and proper archiving of all projects
• Use hands-on approach to improving server maintenance, adapting new technologies, enhancing communication and asset coordination with other creative groups
• Exhibit resourcefulness and can-do attitude to fulfill and deliver on all asset requests, be proactive to stay up to date on the status of all current projects

SPECIFIC DUTIES AND RESPONSIBILITIES

Digital Asset Coordination
• Initiate gathering of assets from multiple sources upon job initiation prior to project kick off meeting, collaborate with Production after kick off to gather additional assets needed, compile all assets under appropriate job number
• Monitor designer’s files and enforce proper folder organization and file naming to ensure consistencies and easier recall of assets in the future
• Ensure completed jobs are systematically archived by obtaining all final materials (samples, printer files, jpg for PPT presentations, etc) and any necessary working files and collect properly in centralized files
• Archive projects by year, job number and project category, requires manual naming of files and creation of folders, maintenance of file structure with files organized to be easily retrieved by new users, in absence of coordinator and keyword search digital asset management system
• Monitor server’s digital file space by archiving and deleting old files, requires routine review of available space and initiating review with all users to determine which files can be deleted to free space in server, requests and justifies additional space from IT
• Participate as key contributor in launch of company-wide digital asset management system
• Align with other creative groups

Asset Request Fulfillment
• Responsible for fulfilling and responding to a high volume of asset requests submitted to department on a daily basis, this requires:
• Information gathering from requestors on what assets are being used for, timing, and preferred file format and method of delivery
• Thorough understanding of all file/asset delivery methods (shared drop folders, ftp, disks, etc) and which method is most appropriate based on request/requestor
• Professional and clear communication with clients when responding to asset requests
• Strong sense of urgency and ability to prioritize time sensitive requests
• Strong attention to detail to ensure requests are fulfilled accurately
• Maintain asset request status on daily assignment list and submit to Traffic

Executive Presentations
• Organize and archive all current PowerPoint templates and executive presentations
• Initiate gathering of assets from numerous sources
• Presentations need to be organized by Presenter, year, event and C&P number
• Back up presentation files on additional server locations

Intranet
• Maintain the organization of folders and files on intranet
• Upload current guides, logos, images, etc., requires manual file naming, reformatting of files to
PDFs
• Issue email to global distribution announcing available assets and their location for access
• Conduct training for new employees on how to navigate intranet

Guide Archiving and Distribution
• Distribute guides to personnel and licensees worldwide, requires creating shipping labels and overseeing Mail Services to meet the timeline of distribution and maintaining a record of tracking numbers per distribution to ensure delivery is met
• Organize and maintain ownership of Print Archive/Storage Room
• Maintain and update guide distribution list
• Apply meta data entry for each individual guide asset for upload to Media Bin Digital Asset Server, requires manual entry of file names and descriptive metadata for guides for Intl access and download

Print Archive/Storage Room
• Archive print samples by job number, place in appropriate archival sleeves and boxes and maintain storage system
• Oversee sign out and return of any items archived items from the storage room

Color Printer Maintenance
• Schedule routine maintenance with IT
• Ensure equipment is properly stocked (i.e. toner, etc)
• Department contact to report and troubleshoot issues with IT

COMPETENCIES REQUIRED
This position requires:
• A high level of organization and attention to detail
• Proficient understanding of design applications, file formats, file size and print production process
• Working knowledge of video and web applications and files
• Strong interest and ability to learn and identify use of new and emerging technologies for department
• Solid written and verbal communication skills
• Excellent customer service skills
• Ability to meet scheduled deadline(s) with a fluctuating workload
• Ability to work independently with little direction in an established yet developing workflow

EXPERIENCE, KNOWLEDGE, SKILLS REQUIRED:
• A 4-year degree or related work experience in a digital asset archivist field
• Mid-level mastering of Photoshop, Illustrator and In Design is preferable
• Understanding of digital file format application in specific media
• Knowledge of PC as well as MAC platforms

PERSONAL ATTRIBUTES REQUIRED:
• Requires a high level of organization and strong attention to detail
• Needs to understand the importance of consistency and efficiency in a fast-paced environment
• Ability to juggle and prioritize multiple tasks and projects
• Ability to work under pressure, maintain composure and a service -oriented attitude while coping with the unexpected and operating effectively with high volumes of work and tight deadlines
• Good judgment, sense of self-awareness and emotional intelligence

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