Revenue Operations Manager

Job description

Position Summary Sarasota Magazine is hiring a Revenue Operations Manager to sit at the center of the company’s commercial operating system. This role is responsible for making sure revenue is properly proposed, contracted, scheduled, fulfilled, billed, collected, tracked, reported, and renewed. This is not a clerical support role. It is the operating backbone of the revenue model. The Revenue Operations Manager works directly with the Publisher and two Business Development Directors to keep the revenue engine organized, disciplined, and accountable. This role connects sales, finance, content, digital, events, production, and circulation so that every sold opportunity is clearly documented, properly fulfilled, and accurately reported. The right candidate is highly organized, detail-oriented, commercially aware, deadline-driven, and comfortable managing multiple moving pieces across print, digital, events, sponsorships, branded content, partnership content, and subscriptions. Why This Role Matters Sarasota Magazine is expanding beyond traditional advertising into a broader revenue model that includes print, digital, newsletters, events, sponsorships, branded content, partnership content, guides, and annual partnerships. That growth creates opportunity, but it also creates operational complexity. Without Revenue Operations, the Publisher and Business Development Directors get pulled into too much administrative drag. Sales details get lost. Contracts are delayed. Ad materials arrive late. Sponsor deliverables become unclear. Billing gets disconnected from fulfillment. Collections become harder. Revenue becomes harder to forecast. Revenue Operations exists to prevent that. This role allows the Publisher and Business Development Directors to focus on relationships, strategy, new business, and account growth, while ensuring the company has the systems, records, deadlines, and reporting needed to execute. Core Purpose To make sure every revenue opportunity is clearly tracked, properly packaged, accurately contracted, operationally fulfilled, billed correctly, collected on time, and reported clearly. Core Responsibilities Sales Pipeline and CRM Management Maintain the company’s CRM or sales tracker. Track active prospects, proposals, renewals, closed deals, lost deals, and follow-up activity. Keep account records accurate and current. Maintain account history, contact information, deal notes, proposal status, and renewal dates. Prepare pipeline updates for weekly revenue meetings. Identify missing information, stalled opportunities, and upcoming renewal risks. Help the Publisher and Business Development Directors maintain a disciplined sales process. Proposal Support Prepare proposals for print, digital, newsletters, events, sponsorships, branded content, partnership content, and annual packages. Maintain proposal templates and product language. Ensure proposals reflect current pricing, deadlines, deliverables, terms, and available inventory. Help package opportunities into clear, professional, client-ready proposals. Coordinate with the Publisher and Business Development Directors to ensure proposals match the client strategy. Track proposal status and follow-up deadlines. Maintain a library of approved proposal language, package descriptions, and standard deliverables. Contracts, Insertion Orders, and Documentation Prepare and manage insertion orders, contracts, sponsorship agreements, and related documentation. Ensure signed agreements are collected before work begins. Confirm pricing, products, issue dates, campaign dates, billing terms, special conditions, and deliverables. Maintain a central record of all signed agreements. Coordinate with Finance to ensure contracts support accurate billing and revenue recognition. Flag unusual terms, discounts, make-goods, trade arrangements, or custom deliverables for Publisher approval. Ensure no revenue is treated as booked without proper documentation. Ad Materials and Production Coordination Track print and digital ad material deadlines. Coordinate with Business Development Directors and clients to collect required materials. Communicate production specifications, file requirements, deadlines, and missing assets. Coordinate with Art / Production on ad placement, file status, proofs, revisions, and approvals. Maintain a live ad materials tracker by issue, client, product, and deadline. Escalate late or missing materials before they create production problems. Confirm final ad placement and fulfillment records. Campaign and Deliverable Fulfillment Track all sold deliverables across print, digital, newsletter, social, events, sponsored content, branded content, and partnership content. Maintain a fulfillment tracker for each campaign or partnership. Coordinate with Digital Editor on digital ad placements, newsletter placements, sponsored content posting, links, assets, and performance reporting. Coordinate with Content Operations on branded content, partnership content, special sections, guides, and editorial-adjacent commercial products. Coordinate with Events on sponsor benefits, logo placement, stage mentions, tickets, signage, program ads, activations, and post-event deliverables. Confirm deliverables are completed as promised. Track make-goods, changes, cancellations, and client approvals. Partnership Content and Branded Content Operations Support the operational workflow for Partnership Content and Branded Content. Ensure all commercial content has a clear scope of work, timeline, deliverables, approval process, and labeling requirements. Coordinate handoffs between Business Development, Content Operations, Digital Editor, Design, and client stakeholders. Track copy deadlines, client approvals, design needs, digital publishing dates, newsletter placements, and reporting. Maintain clear separation between editorial coverage and paid commercial content. Ensure commercial content is properly documented, labeled, scheduled, fulfilled, and billed. Revenue Dashboard and Reporting Prepare a weekly revenue operations dashboard for the Publisher. Track booked revenue, pending proposals, pipeline value, renewal opportunities, ad material status, sponsorship status, branded content status, and billing readiness. Coordinate with Finance on billed revenue, collected revenue, outstanding receivables, and aging. Support monthly business reviews with accurate revenue data. Track revenue by product line, issue, event, advertiser category, Business Development Director, and campaign type. Help leadership see what is sold, what is at risk, what is fulfilled, what is billed, and what is collected. Billing and Collections Coordination Coordinate with Finance to ensure all sold items are ready for billing. Provide signed agreements, billing terms, campaign dates, issue dates, and deliverable details to Finance. Track which campaigns are pending billing, billed, paid, overdue, or in collection follow-up. Monitor aging receivables with Finance. Alert the Publisher and Business Development Directors to collection issues that require relationship follow-up. Help ensure billing is timely, accurate, and tied to documented agreements. Support commission tracking by ensuring revenue and collections data are accurate. Rate Cards, Product Sheets, and Sales Materials Maintain current rate cards, product sheets, sponsorship menus, branded content packages, partnership content packages, and sales support materials. Ensure Business Development Directors are using current pricing and approved language. Update package materials as products evolve. Coordinate with Digital Editor on current web, newsletter, social, and audience metrics. Coordinate with Circulation / Audience Engagement on subscriber and distribution data. Coordinate with Events on event sponsorship inventory. Maintain one source of truth for all sellable products. Account and Renewal Support Maintain account histories and renewal dates. Track annual contracts, recurring advertisers, sponsorship renewals, and partnership renewal opportunities. Help Business Development Directors prepare for renewal conversations. Flag accounts that are at risk, declining, inactive, or overdue. Support account reviews with historical spend, products purchased, campaign performance, collections status, and renewal recommendations. Help move the company from one-off selling to annual account planning. Internal Coordination Attend weekly revenue meetings. Attend integrated operations meetings as needed. Coordinate with Content Operations on special sections, branded content, guides, partnership content, and issue deadlines. Coordinate with Digital Editor on digital campaign execution and reporting. Coordinate with Events on sponsorship fulfillment. Coordinate with Finance on billing, collections, commissions, and revenue reporting. Coordinate with Circulation / Audience Engagement on audience data needed for sales materials. Keep internal teams aligned around what has been sold and what must be delivered. What Success Looks Like A successful Revenue Operations Manager will help Sarasota Magazine: Improve proposal turnaround time. Reduce missed details in contracts and insertion orders. Improve ad material deadline compliance. Improve campaign fulfillment accuracy. Improve sponsor deliverable tracking. Improve billing readiness. Improve collections visibility. Improve sales reporting. Reduce administrative drag on the Publisher and Business Development Directors. Create stronger handoffs between sales, finance, content, digital, events, and production. Ensure no sold item falls through the cracks. Help the company sell and fulfill more complex revenue products with confidence. Required Skills and Experience Strong organizational skills. Strong attention to detail. Ability to manage multiple deadlines and moving parts. Experience supporting sales, advertising, media, events, sponsorships, account management, revenue operations, or business operations. Comfort working with CRM systems, spreadsheets, trackers, proposals, contracts, and reporting. Strong written and verbal communication skills. Ability to coordinate across multiple departments. Ability to manage client-facing documents with accuracy. Comfort working with financial details, pricing, billing terms, and deadlines. Ability to identify operational risks before they become problems. Ability to build systems, document processes, and improve workflows. Preferred Experience Experience in publishing, media, advertising, events, sponsorships, or agency operations. Experience with insertion orders, media kits, rate cards, campaign tracking, or sponsorship fulfillment. Experience working with CRM platforms, project management tools, Google Workspace, Microsoft Office, or similar systems. Experience supporting sales teams or revenue leaders. Experience coordinating with finance on billing, collections, or revenue reporting. Experience with digital advertising, newsletters, sponsored content, branded content, or event sponsorships. Personal Qualities The right candidate is: Highly organized Detail-obsessed Reliable Direct Calm under pressure Commercially aware Process-driven Comfortable holding people accountable Strong with follow-through Clear in communication Practical and solutions-oriented Comfortable working across departments Able to protect the system without becoming bureaucratic Willing to improve how the business operates, not just maintain existing habits About Sarasota Magazine Sarasota Magazine is the region’s leading lifestyle and city magazine, known for award-winning journalism, distinctive storytelling, and deep connection to the Sarasota community. As the company evolves, Sarasota Magazine is expanding its work across print, digital, newsletters, social, events, Content Studio, sponsorships, branded content, partnership content, and strategic partnerships. The Revenue Operations Manager will play a central role in building the systems that allow this next phase of growth to succeed.