Marketing Admin at Avenews

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