Marketing Operations Coordinator

Description:

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:
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.

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.

Filing and Record Keeping

Develop and maintain a structured filing system for:

Special offers
Distribution records
Supplier quotations

Keep updated spreadsheets tracking marketing orders, stock movements, and quotations.

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.

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.
Assist with product spreadsheets for various businesses within the group, which involves capturing product data in an Excel sheet for E-commerce, price lists, etc.

Requirements:

Requirements:
Experience: Minimum 2 years’ experience in marketing administration, marketing procurement, or marketing operations.
Skills:

Highly organised and detail-oriented.
Proficient in Microsoft Office (Excel, Word, Outlook).
Experience with procurement processes, stock management, and filing systems.
Familiarity with task management software (such as Asana) is advantageous.

Attributes:

Self-motivated and proactive — able to anticipate needs and take initiative.
Strong communication skills and the ability to liaise with internal and external stakeholders.
Professional, reliable, and committed to maintaining high standards of accuracy and organisation.