Marketing Administration and Operation Specialist

Responsilibilities:

The Marketing Administration and Operations Specialist plays a key role in supporting the operational and administrative functions of the marketing department. This role ensures efficient execution of internal processes including budgeting, procurement coordination, contract management, and supplier follow up. It also supports project execution by providing administrative support, facilitating communication with cross-functional departments, and maintaining documentation standards. The role is essential for ensuring that marketing operations align with internal policies and timelines. 1. Administrative and Operational Support: - Provide comprehensive administrative support to the Senior Director of Marketing including scheduling, documentation, and internal communications. - Prepare reports, presentations, and follow-ups on departmental activities. - Maintain an organized archive of contracts, PRs/POs, deliverables, and approvals. 2. Procurement and Financial Coordination: - Manage the end-to-end process of PR/PO submissions, follow-ups, and invoice reconciliation in coordination with finance and procurement teams. - Review supplier invoices and deliverables in line with contract terms before processing Certificates of Completion. - Track budget forecasts and assist in financial reporting and planning exercises. 3. Contract and Legal Documentation Support:' - Coordinate with the legal team for contract reviews, renewals, and approvals to ensure timely execution. - Ensure compliance with internal governance for all third-party service agreements and partnerships. 4. Project and Stakeholder Coordination: - Follow up with internal teams and external vendors to ensure timely delivery of campaign materials and support documents. - Coordinate across marketing units and with external agencies for smooth project execution. - Track timelines and ensure operational support for events, activations, and campaigns. The Marketing Administration and Operations Specialist plays a key role in supporting the operational and administrative functions of the marketing department. This role ensures efficient execution of internal processes including budgeting, procurement coordination, contract management, and supplier follow-up. It also supports project execution by providing administrative support, facilitating communication with cross-functional departments, and maintaining documentation standards. The role is essential for ensuring that marketing operations align with internal policies and timelines 5. Audit and Compliance: - Prepare documentation for internal and external audits related to marketing activities and vendor management. - Ensure operational processes follow internal policies and support organizational transparency

Qualifications:

Bachelor’s degree in business administration, Marketing, or a related field.3–5 years of experience in operations, administration, or project support—preferably within the marketing, tourism, or government sector. Strong knowledge of procurement and financial systems (PR/PO, invoice lifecycle). Experience handling contract coordination and document control with legal departments. Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint); familiarity with ERP systems preferred.

Work Location: In person