Corporate Marketing and Communications Operations Administrator

Position Summary: As corporate marketing and communications operations administrator, you'll be the operational backbone of a dynamic multidisciplinary team that drives Higginbotham's enterprise-wide marketing and communications strategy. Our team of marketing strategists, brand developers, content creators, graphic designers, copywriters, and videographers, deploy comprehensive corporate marketing and communications strategies while providing sophisticated in-house service to over 140 offices across our national footprint. We are strategic advisors who partner with leadership to advance corporate positioning, regional market development, and brand-building initiatives that support our continued growth and market presence.

In this role, you'll manage the critical operational and administrative functions that enable our team to deliver exceptional results. You'll serve as the primary liaison for financial operations, vendor relationships, and contract management while coordinating all content production logistics across our national footprint. Working closely with the Corporate Marketing and Communications Project Manager and all team members, you'll ensure seamless execution of marketing initiatives through expert coordination of schedules, resources, and stakeholder communications. Your ability to manage complex logistics, build strong relationships across the organization, and maintain a strategic understanding of business objectives will be essential to your success.

Essential Tasks:

Financial Operations & Vendor Management

• • Manage all marketing payment requests, serving as primary liaison between requestors and accounting department to ensure timely and accurate processing

  • Process and track all invoices for vendors, sponsorship contracts, and marketing initiatives, maintaining accurate financial records

  • Provide regular tracking and communication of marketing expenses for all regional office and corporate initiatives

  • Own contract management and organization for all marketing contracts including vendor agreements, sponsorship relationships, and marketing initiatives

  • Maintain organized repository of all contracts, ensuring easy access and tracking of renewal dates and key terms

  • Maintain strong vendor relationships, managing communications and ensuring service level expectations are met

Content Production Coordination

• • Coordinate all video production shoots including scheduling of talent, thought leaders, subject matter experts, and client testimonials

  • Manage logistics for market visits and content shoots, working with stakeholders and team members across all offices and headquarters

  • Schedule and coordinate multiple parties for various types of shoots, demonstrating strong calendar management and communication skills

  • Communicate professionally with C-suite executives, experienced professionals, and stakeholders at all levels to coordinate production schedules

  • Understand business use cases and strategic context for each production to ensure appropriate planning and resource allocation

E-Commerce Vendor Partnership Management

• • Serve as primary contact with Higg Store (e-commerce site) vendor partner for all operational needs

  • Coordinate all orders, invoices, special promotions, and custom requests through the e-commerce platform – working closely with vendor to ensure timely fulfillment of orders and special requests.

Team Operations & Stakeholder Liaison

• • Coordinate all team meetings, team development sessions, and volunteer days

  • Manage recognition of team milestones and celebrations, ensuring timely acknowledgment of achievements

  • Work collaboratively with Corporate Marketing and Communications Project Manager to ensure seamless operational support for all marketing initiatives

  • Support team members across all functional areas with administrative and operational needs

Qualities of an Ideal Candidate:

• Exceptional organizational skills with meticulous attention to detail and ability to manage multiple priorities simultaneously
• Strong administrative and coordination experience with proven track record of managing complex logistics
• Excellent vendor relationship management and contract administration skills
• Outstanding calendar management and scheduling coordination abilities across multiple stakeholders
• Professional communication skills with ability to interact confidently with C-suite executives, clients, vendors, and colleagues at all levels
• Financial operations experience including invoice processing, payment tracking, and budget management
• Ability to understand business context and strategic objectives to inform operational decisions
• Strong liaison and relationship-building skills across a national organization
• Proactive problem-solver who anticipates needs and takes initiative
• Comfortable with technology and common business systems used today
• Professional demeanor with ability to represent Higginbotham with excellence
• Collaborative team player who works seamlessly with creative and strategic professionals
• Flexible and adaptable; thrives in dynamic, fast-paced environments
• Willingness to perform other duties as assigned to achieve company and department goals

Core Competencies:

• Ability to Analyze and Solve Problems: Skill in recognizing challenges, exploring options, and implementing effective solutions in a timely manner

• Attention to Detail: A strong focus on completing tasks and projects accurately and thoroughly

• Communication Skills: Capable of expressing ideas clearly in both verbal and written forms and engaging with various audiences

• Timely Task Completion: Ability to finish tasks and projects efficiently, managing resources and priorities effectively

• Team Collaboration: Willingness to work together with others, promoting teamwork and supporting shared goals

• Client Focus: Dedication to understanding and addressing the needs of clients and stakeholders to ensure their satisfaction

• Dependability: Acknowledgment of the importance of being present and punctual.

• Creative Thinking: Openness to suggesting new ideas and methods to improve processes and outcome

• Organizational Skills: Capability to prioritize tasks and manage multiple projects simultaneously

• Adaptability: Willingness to adjust to changing situations and priorities, showing resilience in a dynamic work environment

Location:

• Full-time in corporate office; remote workdays or hybrid schedule considered
• Location: Fort Worth, TX
• Travel is rare but may be required for special events or training
• Flexible schedule needed for occasional special event work when required

Experience and Education:

• Three to five years of experience in administrative operations, coordination, or related roles
• Bachelor's degree preferred; while a degree specific to business or marketing is not critical, understanding of marketing production and content scheduling/coordination would be helpful
• Transferable skills and demonstrated experience in administrative and coordination excellence are most important
• Experience managing vendor relationships, contracts, and financial operations
• Proven track record of coordinating complex schedules and logistics involving multiple stakeholders
• Experience does not need to be specific to marketing; transferable operations and coordination skills from various industries are valued

 Systems:

• Advanced proficiency in Microsoft Office, particularly Outlook for calendar management and coordination
• Experience with or ability to quickly learn project management software (Monday.com or similar platforms)
• Comfortable with technology and common business systems including e-commerce platforms, vendor portals, and financial tracking tools
• Strong document management and organizational systems skills
• Experience with contract management and financial operations processes

Physical Requirements:

• Ability to lift 25 pounds

• Repeated use of sight to read documents and computer screens

• Repeated use of hearing and speech to communicate on telephone and in person

• Repetitive hand movements, such as keyboarding, writing, 10-key

• Walking, bending, sitting, reaching and stretching in all directions

Notice to Recruiters and Staffing Agencies: To protect the interests of all parties, Higginbotham Insurance Agency, Inc., and our partners, will not accept unsolicited potential placements from any source other than directly from the candidate or a vendor partner under MSA with Higginbotham. Please do not contact or send unsolicited potential placements to our team members.