QData Manager

The QData Manager handles day-to-day office administrative tasks and manages the information required for American Quarter Horse and Thoroughbred auction catalog production at QData’s El Reno, OK office. Administrative coordination, interaction with customers and management of equine information and schedules are primary components of this position.

Responsibilities:

• Serve as an administrative coordinator for the QData department.
• Serve as QData’s primary contact and coordinator for all equine auction companies, handling multiple customers and different types of auction catalogs at one time.
• Receive, evaluate, prepare and process all sale catalog entry information and related data.
• Communicate and coordinate with sale owners, consignors and agents regarding consignments.
• Assume responsibility for catalog schedules and adherence to schedules: coordinate with both sale companies and QData employees/contractors to maintain catalog production schedule.
• Create QData’s annual custom catalog schedule and individual schedules for each auction, ensure the sale company’s agreement with the dates and monitor sale companies’ compliance.
• Assist with final processing of catalog including proofreading, making corrections, creating catalog indexes and other finalization tasks.
• Manage the proofreading schedule for external proofreader.
• Coordinate with the printing companies regarding delivery of final catalog files.
• Track and document charges for each catalog and provide a record of charges to the Director of QData for invoicing purposes upon completion of each catalog.
• Receive, process and assign private-use pedigree orders for pedigree writers, and furnish the Director of QData with monthly billing information and/or oversee this process.
• Ensure that QData instruction manuals and catalog checklists are updated and continually current.

Roles and Tasks:

• Prepare professional correspondence and documents.
• Record QData’s custom programming needs or issues upon discovery, and prepare detailed and concise documentation for the Pedigree Systems Manager.
• Oversee daily duties of and assign tasks to the QData Office Administrator.
• Answer phone calls and ensure excellent customer service for custom sale catalogs and QData online services.
• Test computer programs & document test results for the Pedigree Systems Manager
• Assist with data compilation & entry into databases.
• Train new employees on QData services.
• Perform other duties as assigned.

Education and Experience:

• College degree preferred but not required, if skills & experience match job criteria.
• Experience in the professional equine industry.
• Two or more years of office experience required.
• On-the-job training provided.

Skills and Attributes:

• Experienced and self-sufficient user of Windows, Microsoft Suite and Internet.
• Experienced in overall use of commonly-used computer platforms, programs and Internet.
• Excellent keyboarding/data entry skills.
• Excellent knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and proper grammar.
• Extremely detail-oriented & committed to producing accurate work.
• Ability to work calmly and efficiently in a deadline situation.
• Ability to administer and coordinate large amounts of continually-changing information.
• Excellent customer service skills.
• Willingness to work overtime when necessary.