Marketing Administrator

Job Description

• JOB DETAILS

Position Title: Marketing Administrator

Reports To: Senior Director - Marketing & Communication

Department: Marketing

• JOB PURPOSE

To manage the Marketing Administration function, ensuring effective budget control, financial coordination, procurement support, and document management across all Marketing activities.

• KEY ACCOUNTABILITIES

Budget Management & Financial Administration

• Manage and maintain the Marketing department budget, ensuring accurate tracking of expenditures and commitments.
• Raise and process Purchase Requisitions (PRs) and Purchase Orders (POs) in accordance with company policies and procedures.
• Submit payment requests to Finance on a timely basis and follow up to ensure suppliers are paid within agreed timelines.
• Maintain records of all invoices, payments, contracts, quotations, and financial documentation.
• Update and monitor the monthly marketing budget tracker and provide regular budget reports.
• Track and manage budgets for events, sponsorships, media, and advertising campaigns on a project-by-project basis.
• Assist with budget management, forecasting, and expense management to ensure adherence to approved budgets.

Document Control & Compliance

• Maintain an organized and centralized filing system for all Marketing & Communications documentation.
• Ensure all approvals, contracts, invoices, purchase orders, and supporting documentation are properly filed and readily accessible.
• Maintain accurate records for auditing and compliance purposes.
• Monitor contract expiry dates and support contract renewal processes when required.

Inventory & Procurement Management

• Manage and maintain marketing inventory, ensuring accurate tracking and availability of collateral and promotional materials.
• Source new suppliers and vendors as required and maintain an up-to-date supplier database.
• Support vendor sourcing, negotiations, and procurement activities in coordination with the Marketing Managers.
• Ensure all procurement documentation is completed and maintained appropriately.

Event & Operational Administration

• Manage all administrative requirements related to marketing events, exhibitions, sponsorships, roadshows, launches, charity events, and lifestyle activations.
• Support event registration and RSVP management and prepare attendance reports as required.
• Support marketing managers in ensuring smooth operations at mall stands, exhibitions, and promotional events.
• Ensure all marketing collateral, branded materials, giveaways, and promotional assets are available and deployed as required.

Sales & Internal Stakeholder Support

• Support Sales teams by ensuring the availability of marketing materials and collateral.
• Provide administrative and operational support across all Marketing & Communications activities.
• QUALIFICATIONS, EXPERIENCE, & SKILLS: Define the skills, knowledge and experience specific to the job in question (includes generic skills)
• Bachelor's degree in Business Administration, Finance, Accounting, Marketing, or a related field.
• Strong finance, budget management, procurement, or administrative background. Minimum 10 years of experience.
• Experience managing PRs, POs, invoices, budgets, and document control processes
• Experience in event administration and operational coordination.
• Real estate industry experience is an advantage.
• Advanced proficiency in Microsoft Excel and financial tracking tools.