Marketing Administrator

Job Specification: Marketing Administrator

Position Title: Marketing Administrator

Department: Marketing

Reporting To: Marketing Coordinator

Purpose of the Role:

The Marketing Administrator is responsible for providing administrative and operational support to the

Marketing Department. The role ensures that all marketing activities are executed efficiently by managing

procurement processes, reconciling invoices, tracking budgets, coordinating deliverables with internal and

external stakeholders, and maintaining accurate records of marketing assets and merchandise inventory.

Key Responsibilities:

1.Financial Administration & Reconciliation

• Process and reconcile all marketing-related invoices against approved purchase orders and

quotations.

• Ensure all supplier invoices are accurately captured and submitted within required deadlines.
• Track marketing expenditure and maintain up-to-date budget records.
• Liaise with Finance to resolve invoice discrepancies and payment queries.
• Maintain an organized filing system for invoices, purchase orders, quotations, and contracts.

2.Procurement & Order Management

• Raise purchase orders for marketing campaigns, merchandise, events, sponsorships, and

operational requirements.

• Coordinate supplier quotations and ensure procurement processes are followed.
• Track orders from placement through to delivery.
• Follow up with suppliers to ensure timelines and service level agreements are met.
• Manage relationships with approved marketing suppliers and vendors.

3.Project Coordination & Deliverables Management

• Track marketing projects and campaign deliverables against agreed timelines.
• Follow up with internal departments and external suppliers to ensure deliverables are completed

on schedule.

• Maintain project status trackers and provide regular progress updates.
• Schedule meetings, compile meeting notes, and track action items.
• Assist in coordinating events, activations, and marketing initiatives.

4.Merchandise & Inventory Management

• Maintain accurate records of all marketing merchandise and promotional materials.
• Conduct regular stock takes and inventory audits.
• Monitor stock levels and recommend replenishment when required.
• Coordinate the distribution and allocation of branded merchandise across regions, offices, and

events.

• Ensure inventory records are updated and reconciled after every allocation or event.

5.Administration & Reporting

• Maintain marketing databases, trackers, and filing systems.
• Assist with compiling reports and marketing documentation.
• Manage departmental administration and record-keeping.
• Support the Marketing Team with ad hoc administrative requirements.

Key Performance Indicators:

• 100% invoice reconciliation accuracy.
• Purchase orders processed within agreed turnaround times.
• Marketing supplier payments submitted on time.
• Merchandise inventory maintained with minimal variances.
• Monthly stock takes completed and reported.
• Deliverables tracked and followed up within agreed timelines.
• Accurate and timely marketing budget reporting.