Administrative Assistant - Headquarters

About the Role

The Administrative Assistant Headquarters Assets and Development ensures the administrative, commercial, and contractual management of advertising assets OOH in collaboration with local authorities, landlords, and regions, while guaranteeing the quality and reliability of information in tracking tools.

Key Responsibilities

Reporting to the Head of Processes for Assets and Development, the Administrative Assistant Headquarters Assets and Development is responsible for the following tasks, which are not exhaustive: **Interface with Local Authorities and Regions:**

• Act as the entry point for calls and emails from local authorities and grantors in coordination with the Contract Manager.
• Ensure coordination between regional entities and the headquarters, guaranteeing the smooth flow of information.

**Commercial and Administrative Follow-up of OOH Contracts:**

• Manage and track OOH contracts, covering both commercial and administrative aspects.
• Verify the consistency of contractual information in management tools.
• Update files, agreements, and documents related to ongoing contracts.
• Implement strategic decisions regarding OOH asset management.

**Data Control and Reliability:**

• Ensure the quality of data in the customer relationship management tool.
• Validate the accuracy of contracts created by the regions.
• Participate in monthly audits (BI exports) by validating the integration of changes in the systems.

**Financial Management and Billing:**

• Control and validate invoices issued by landlords.
• Verify and approve royalty payment requests issued by the regions (checks, transfers).
• Monitor the planning and validation of deadlines for rents exceeding €2,000.
• Perform monthly tracking of charges (double charges, landlord mass).

**Follow-up and Reporting:**

• Produce and track regular reports (weekly, monthly, bi-monthly) on contractual activity.

**Mail Processing:**

• Manage the reception and sending of mail between regions and headquarters.

Profile and Skills

• Diploma in Business Management/Accounting (Bac +2 level).
• Rigor and organizational skills.
• Proficiency in customer relationship management tools and information systems.
• Skills in contractual follow-up and financial analysis.
• Good interpersonal skills and ability to work in a network (regions, headquarters, external partners).
• Proficiency in Excel.

About Cityz Media

Cityz Media is a major French player in outdoor advertising. Present in France for over 100 years, Cityz Media is the only operator present in all places of life, consumption, and mobility outside the home, thus contributing to the radiance of cities and brands in both print and digital formats. The group benefits from a presence in over 50 urban areas with more than 100,000 inhabitants; in total, nearly 4,000 municipalities have at least one Cityz Media advertising fixture. Furthermore, Cityz Media is also the leading player in regional buses, with a presence in over 45 urban areas and 20,000 bus advertising faces. A leader in digital in shopping centers with a presence in over 200 major commercial complexes, Cityz Media has a total of nearly 3,500 digital screens in malls, streets, and metros. Each week, Cityz Media enables private and public entities to communicate with 35 million citizen-consumers. Aware of social and environmental issues, Cityz Media actively contributes daily to the revitalization of regions with over 90% local clients, contributes to the transformation of territories through the eco-design of its fixtures, and works to disseminate messages of collective utility to build the city of tomorrow, inclusively. For over 100 years, we have been putting the power of our media at the service of your ideas. We accompany French people in all their out-of-home living spaces by delivering the right message, to the right place, at the right time.

Key skills/competency

Administrative Assistant, Contract Management, Financial Tracking, Data Management, Customer Relationship Management, Excel, Reporting, Communication, Organization, OOH Advertising.