Marketing Administration Manager

Job Title: Marketing Administration ManagerLocation: East Boston, MA 02128Duration: 06+ Months Pay: $32.50/hr on W2 without benefits Shift: M-F, onsiteSummary:Marketing Administration Manager needed for client. We re looking for an energetic, detail-oriented, proactive and personable Administration Manager for our fast-paced Marketing and Media Departments. In this role you ll manage the day-to-day administrative operations of the Marketing and Media Relations department with a focus on budget- tracking all expenditures, timely reporting and collaboration with finance department. ESSENTIAL TASKS OF THE JOBDevelops, administers and monitors annual operating budgets for the Chief Marketing Officer and Media Relations Director

• Liaison to the Finance Department and Purchasing Department including managing all invoicing and coding, requisitions & monitoring funding on purchase orders and contracts.
• Develops, prepares annual budget requests in accordance with policies and procedures
• Monitors expenditures, reconciles data, and identifies budget discrepancies
• Manage all vendor contracts and billing
• Prepares operating budget submissions and tracks status of approved items.
• Prepares and submits the 5yr and Annual Budget material
• Coordinate all Monthly & Quarterly Performance evaluations and presents to Managers and Department heads including Year-in-Review report at close of each fiscal year.
• Coordinates all Monthly Reclasses and Accruals
• Reviews PeopleSoft Reports to monitor expenditure, reconcile data, and identify discrepancies.
• Runs FARS/PeopleSoft reports to monitor expenditures, reconcile data, and identify discrepancies. (repeat)
• Generates purchase requisitions for members of the SC&M Department, utilizing in FARS/PeopleSoft ePro
• Prepares annual fiscal year Business Plan for the Strategic Communications & Marketing Department and

Media Relations Department

• Prepares and coordinates sole source memos, and departmental requests for Requests for Proposals (RFP s).
• Oversees International Marketing Incentive agreements
• Assisting in general administrative tasks and event support as needed which may include booking travel, setting up meetings, printing materials and maintaining online files and invitation lists
• Booking photographers, caterers and other event support vendors as directed by the Deputy Director of

Special Events

• On site event support
• Ordering of event and art supplies, office and kitchen supplies
• 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
• Office Safety Captain. Maintain staff training and updated emergency procedure m

Daily Responsibilities

• 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.
• Assisting with coordination and hiring of vendors for activations and event logistics