Publication Director Responsibilities Checklist

Prospecting & Appointment Setting, Client Onboarding, Ad List Management, AR Collections

Daily & Weekly Responsibilities

Prospecting & Appointment Setting

• Schedule a minimum of 10 meetings per week for the publisher via phone, email, social media, and networking.
• Engage in lead generation activities, including Instagram/Facebook prospecting.
• Conduct follow-ups with potential clients and nurture leads.
• Maintain and update call lists, appointment trackers, and notes in ARC.

Client Onboarding & Support

• Conduct client onboarding within 24 hours of signing.
• Explain and demonstrate the Client Portal, set up digital business listings, and ensure clients understand ad submission processes.
• Ensure all new clients are properly set up in the system and have uploaded their ads before deadlines.
• Provide ongoing client support and respond to inquiries.

Ad & Content Management

• Track ad submissions, approvals, and proofing rounds to ensure accuracy and quality.
• Acting as a liaison for any ad-related issues.

Billing & AR Follow-ups

• Follow up on outstanding invoices and assist in collections.

Administrative & Publisher Support

• Assist with creating proposals, managing contracts, and handling administrative tasks as needed.
• Submit tickets for ARC support and technical issues.
• Answer incoming emails and calls.
• Conduct audits of client lists to ensure all necessary information is accurate.

Monthly Responsibilities

Billing & Collections

• On billing day, review the Aging Summary and follow up on overdue accounts.
• Contact clients needing to update payment details or submit invoices.

Ad & Proofing Management

• One week before the first deadline, review the ads list and reach out to clients for any missing materials.
• Continue monitoring ad lists through the final deadline to ensure approval and submission.
• Assist in final proofing rounds for ad accuracy and content quality.

Distribution & Data Management

• Conduct a monthly cleanup of the distribution and additional reader lists.

Customer Appreciation & Client Retention

• Manage customer appreciation efforts, including gifts and magazine drop-offs (if applicable).

Follow-Up & Administrative Tasks

• Resend unsigned proposals to clients.