Description:
As our marketing activities across the Group grow in scale and complexity, it is essential to bring in dedicated operational support to keep the department running efficiently and professionally. Appointing a Marketing Operations Coordinator will not only streamline our internal processes, from procurement to stock control, filing, task tracking, and supplier management, but will also create space for more strategic marketing initiatives that directly support the Group’s commercial goals.
This role will ensure full accountability and structure around marketing material management, improve internal compliance with procurement procedures, and strengthen communication between marketing and other departments. Ultimately, it will reduce bottlenecks, avoid costly errors, and ensure the Marketing Director and team can focus on delivering higher-value projects that drive growth.
Purpose of the Role:
To provide comprehensive operational, administrative, and procurement support to the Marketing Department, ensuring the smooth execution of marketing initiatives, the proper management of marketing assets, and adherence to internal procurement and stock control processes.
The role also includes oversight responsibilities during the absence of the Marketing Director to ensure continuity of operations.
Key Responsibilities:
1. Marketing Material and Procurement Management
· Manage the full marketing procurement process, from requesting quotations to order placement.
· Ensure a minimum of three quotations are received for each order.
· Confirm all purchase orders comply with company procurement policies.
· Track orders through to delivery, checking stock received against orders placed.
2. Marketing Stock Management
· Oversee Esrom and ensure regular, accurate stock takes of marketing materials.
· Reconcile stock levels between physical counts and UltiSales.
· Maintain a neat, well-organised storeroom at all times.
· Monitor minimum stock levels of marketing items and alert the team for reordering.
· Ensure the correct stock charging process is followed, charging stock to the correct accounts or departments.
3. Filing and Record Keeping
· Develop and maintain a structured filing system for:
o Special offers
o Distribution records
o Supplier quotations
· Keep updated spreadsheets tracking marketing orders, stock movements, and quotations.
4. Project Coordination and Team Support
· Take minutes of weekly marketing meetings, ensuring clear action points are noted.
· Load new tasks and deadlines into Asana (task management tool).
· Assist in preparing weekly meeting agendas, including team goals and achievements.
· Help create and maintain project flight plans and timelines for marketing campaigns and initiatives.
5. General Administrative Support
· Assist the Marketing Director with administrative tasks as needed (e.g., supplier communication, report preparation, meeting scheduling).
· Support internal marketing processes, ensuring consistency and compliance across the department.
· Assist with the generation and maintenance of part numbers in line with existing company standards.
Ideal Candidate Profile:
· Experience: Minimum 2 years’ experience in marketing administration, marketing procurement, or marketing operations.
· Skills:
o Highly organised and detail-oriented.
o Proficient in Microsoft Office (Excel, Word, Outlook).
o Experience with procurement processes, stock management, and filing systems.
o Familiarity with task management software (such as Asana) is advantageous.
· Attributes:
o Self-motivated and proactive — able to anticipate needs and take initiative.
o Strong communication skills and the ability to liaise with internal and external stakeholders.
o Professional, reliable, and committed to maintaining high standards of accuracy and organisation.
Why This Role is Critical:
Without a strong operational backbone, marketing efforts risk becoming disorganised, wasteful, and reactive. The Marketing Operations Coordinator will:
· Free up strategic time for the Marketing Director.
· Keep marketing procurement efficient and compliant.
· Improve stock accountability and reduce material wastage.
· Ensure marketing projects are well-planned, documented, and executed.
· Strengthen communication within the marketing team.