The Marketing Admin is a hands-on role with primary responsibility for managing marketing vendors, while supporting the operational and administrative efficiency of the marketing team. With a strong focus on day-to-day coordination, this role also includes CRM updates, budget and expense tracking, workflow management, recruitment support, inventory and collateral coordination, and general administrative support as needed.
Key Responsibilities
Marketing Vendor Management
Own and support the management of marketing vendors, including sourcing, quotation comparison, negotiation support, tender coordination, payment follow-up, and quality assurance
Act as the main coordination point for marketing vendors to ensure timelines, deliverables, documentation, and communication are well managed
Support the onboarding of new marketing vendors and maintain organized records, documentation, and agreements
Budget, Expense, and Financial Coordination
Track budgets, expenses, invoices, approvals, and payment status
Maintain accurate and up-to-date marketing budget and expense trackers
Support the Marketing Director in monitoring spending against budget
Work closely with Finance and relevant internal stakeholders to ensure timely processing, documentation, and follow-up of payments and approvals
Help identify discrepancies, missing documentation, or delayed approvals and proactively follow up to resolve them
CRM, Workflow, and Operational Coordination
Update and maintain CRM records related to marketing activities and support the team in keeping information organized and up to date in relevant systems
Maintain and update the team's project management system, including tasks, deadlines, owners, and follow-ups
Support day-to-day operational coordination across the marketing team to ensure smooth execution, visibility, and follow-through across projects
Marketing Collateral Inventory and Coordination
Maintain and organize office marketing collateral and branded materials inventory
Track stock levels and help ensure marketing materials and supplies are available, updated, and properly stored
Coordinate reordering, distribution, and general upkeep of collateral and related marketing supplies as needed
Requirements
Experience
5+ years of relevant experience in operations, procurement, administration, marketing coordination, or a similar hands-on support role
Proven experience working with marketing vendors, quotations, procurement processes, and payment follow-up
Proven experience in budget tracking, expense management, invoice coordination, or finance-related operational work
Experience supporting a marketing team or working in a marketing environment is a strong advantage
Experience with CRM systems and project management tools is preferred
Candidate Profile
Highly organized and detail-oriented, with strong follow-up and coordination skills
Proactive, hands-on, and able to manage multiple priorities in parallel
Experienced in working across vendors, Finance, and internal stakeholders
Maintains strict adherence to processes, documentation, and compliance requirements, ensuring all activities are executed accurately and in line with internal policies and regulatory standards
Strong working knowledge of Excel or Google Sheets, CRM systems, and project management tools