Marketing Administration Manager

Job Title: Marketing Administration Manager

Location: East Boston, MA

Pay Rate: $32.84/hr W 2

Summary:

• Duration: 6+ Month Contract
• Work Mode: Onsite
• Seeking an energetic, detail-oriented, proactive, and personable Administration Manager for fast-paced Marketing and Media Departments.
• Manage day-to-day administrative operations with a focus on budget tracking, timely reporting, and collaboration with the finance department.

Responsibilities:

• Develop, administer, and monitor annual operating budgets for the Chief Marketing Officer and Media Relations Director.
• Act as a liaison to the Finance and Purchasing Departments, managing invoicing, coding, requisitions, and monitoring funding on purchase orders and contracts.
• Prepare annual budget requests in accordance with policies and procedures.
• Monitor expenditures, reconcile data, and identify budget discrepancies.
• Manage all vendor contracts and billing.
• Coordinate Monthly & Quarterly Performance evaluations and present to Managers and Department heads, including Year-in-Review report at the close of each fiscal year.
• Prepare and submit 5-year and Annual Budget materials.
• Prepare operating budget submissions and track the status of approved items.
• Coordinate Monthly Reclasses and Accruals.
• Review PeopleSoft Reports to monitor expenditure, reconcile data, and identify discrepancies.
• Generate purchase requisitions for members of the SC&M Department using FARS/PeopleSoft ePro.
• Prepare the annual fiscal year Business Plan for the Strategic Communications & Marketing Department and Media Relations Department.
• Prepare and coordinate sole source memos and departmental requests for Requests for Proposals (RFPs).
• Oversee International Marketing Incentive agreements.
• Assist in general administrative tasks and event support as needed, including booking travel, setting up meetings, printing materials, and maintaining online files and invitation lists.
• Book photographers, caterers, and other event support vendors as directed by the Deputy Director of Special Events.
• Provide on-site event support.
• Order event and art supplies, office, and kitchen supplies.
• Act as a liaison to all event vendors, assisting in ordering all branded and production items.
• Authorized Signatory for SIDA Badge Management including all new badge processing, renewals, and temporary visitor passes.
• Coordinate Staff Parking Placards.
• Serve as Office Safety Captain, maintaining staff training and updated emergency procedures.
• Meet with manager to review outstanding tasks related to events, activations, and ongoing projects.
• Check in with project manager regarding any creative requests for branded items, signage, promotional materials, or other materials that require Purchasing involvement.
• Process open invoices and track expenses against the appropriate budget accounts.
• Submit requisitions, update approved purchase orders, and complete receiving transactions as needed.
• Follow up on outstanding new vendor requests and application statuses.
• Monitor inventory and replenish kitchen, office, and printing supplies as necessary.
• Maintain accurate records of purchases, invoices, and FY27 budget.
• Assist with coordination and hiring of vendors for activations and event logistics.

Requirements:

• Prior finance-related experience required.