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

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

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
• 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