Client Information Database Steward of Marketing and Business Development

M-F, 9:30am -5:30pm (flexibility for paid overtime)

Department: Marketing and Business Development

Reports to: Director of Marketing Services and Manager of Marketing Services

Summary

Under the direction of the Senior Manager of Marketing Services, the Client Information Database Steward of Marketing and Business Development has Firm-wide responsibility for the tactical requirements related to updating and maintaining the Firm’s contact database in InterAction (BusinessBook), preparing reports and other outputs; and overseeing Firm mailings (email and print) to Firm contacts, including, but not limited to, client publication and event mailings.

Relationships

Reports directly to the Director of Marketing Services and the Manager of Marketing Services and provides his/her own administrative support.  Works closely with all members of the Marketing and Business Development Department and frequently interacts with legal and non-legal personnel, across offices.

Responsibilities

• Responsible for performing day-to-day data entry for the maintenance of BusinessBook, including, but not limited to, updating contact data, searching for contact information, adding activities, meeting notes, appointments, additional profiling information, flagging contacts, individuals and organizations appropriately, resolving conflicts and update returned mail and bounce backs as they come in. A critical element of this responsibility is ensuring that data management protocols for deceased contacts, marketing opt-outs and retired contacts are documented and followed.
• Responsible for data quality within BusinessBook, including, but not limited to, confirming data is accurate, approving/rejecting changes made to data, passing on data management requests as needed, ensuring that users are resolving their contacts, proposing contacts for archiving, archiving contacts and restoring archived contacts. A critical element of this responsibility is to ensure data validation auditing rules are adhered to; to enable the Firm to track accurately the quality of its data and the effort employed to manage quality.
• Maintain relationships added in BusinessBook by assisting partners in maintaining their relationships, change settings, contacts and activity types, as needed, the Alerts report, ensure intelligence gained from contacts is entered accurately, timely and up-to-date and flag organizations that are in key customer programs (i.e. top clients, targets, etc.).
• Works with Director of Marketing Services to assist with the development of written processes for, but not limited to, the internal and external distribution of various types of Firm mailings – email and print; import relevant mailing lists from third-party sources and to perform the necessary steps to eliminate duplicates and reconcile data differences; and ensure that high level data entry standards are met for all users.
• Assists the Director of Marketing Services to develop an organization scheme within BusinessBook, to properly catalog and archive all Firm mailing lists – by publication, event, attorney sponsor, industry, etc.
• Proactively seeks information from web sites, periodicals and attendance at relevant programs to develop “Best Practices” to continually improve the contact database and streamline the distribution of materials to external contacts.
• Responsible for overseeing and distribution of Client Memorandums and Alerts, intranet, website postings and other support functions.
• Works with Director of Marketing Services to assist in championing the development of CRM thinking and deployment across the Firm. Assists with the creation of training materials and scheduling.

Qualifications

• College Degree preferred.
• At least 1 year of work experience preferably in an office environment doing data entry work.

Skills and Abilities

• Effective interpersonal, verbal and written communication skills.
• Ability to act in a professional manner at all times.
• Ability to juggle multiple tasks and work effectively within a high volume, deadline sensitive work environment.
• Ability to work independently and as part of a team.
• Strong organizational skills. Flexibility, agility.
• Must be resourceful, detail-oriented, organized and proactive to the needs of the job. 

Technology Skills

• Proficiency with various software programs such as MS Office Suite, and use of the Internet. Experience with BusinessBook and other contact databases.