Marketing Administration Manager

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.