Administration Manager - Marketing & Media

Skills:

Administration, Office Management, Budget Management, Financial Reporting, PeopleSoft, FARS, Purchase Orders, Procurement, Vendor Management, Contract Administration, Invoice Processing, Budget Reconciliation, Event Coordination, Marketing Operations, RFP Preparation, Travel Coordination, Inventory Management, Microsoft Excel, Communication, Organizational Skills, Multitasking, Finance Coordination, Project Administration.

We are seeking an organized, proactive, and detail-oriented Administration Manager to support our fast-paced Marketing and Media Relations team. This role is responsible for managing daily administrative operations, budget tracking, financial reporting, vendor management, purchasing, and event coordination. The ideal candidate will have strong organizational skills, experience working with budgets and finance, and the ability to manage multiple priorities while collaborating with cross-functional teams.

Key Responsibilities

Budget & Financial Management

• Develop, administer, and monitor annual operating budgets for the Marketing and Media Relations departments.
• Track department expenditures and ensure budget compliance.
• Prepare annual budget requests, operating budget submissions, and five-year budget plans.
• Reconcile financial data and identify budget discrepancies.
• Coordinate monthly reclasses, accruals, and financial reporting.
• Generate and review PeopleSoft and financial reports to monitor expenditures.
• Prepare Year-in-Review reports and departmental performance reports.

Purchasing & Vendor Management

• Serve as the primary liaison with Finance and Purchasing departments.
• Process invoices, purchase requisitions, purchase orders, and receiving transactions.
• Monitor contract funding and purchase order balances.
• Manage vendor contracts, billing, and new vendor onboarding.
• Prepare sole source documentation and Requests for Proposal (RFP) packages.
• Oversee international marketing incentive agreements.

Administrative & Event Support

• Coordinate meetings, travel arrangements, calendars, and department logistics.
• Support special events by coordinating vendors, photographers, caterers, and event logistics.
• Order office, kitchen, event, and promotional supplies.
• Maintain invitation lists, online files, and department records.
• Assist with branded merchandise, signage, and promotional material procurement.
• Provide on-site support during marketing events and activations.

Office Operations

• Manage SIDA Badge processing, renewals, and visitor passes.
• Coordinate employee parking placards.
• Serve as Office Safety Captain and maintain emergency preparedness documentation.
• Monitor office inventory and replenish supplies as needed.

Qualifications

• Bachelor's degree preferred or equivalent work experience.
• 3+ years of administrative, operations, finance, or office management experience.
• Experience managing budgets, invoices, purchase orders, and financial reporting.
• Experience working with ERP systems such as PeopleSoft or similar financial software.
• Strong Microsoft Office skills, particularly Excel.
• Excellent organizational, communication, and multitasking abilities.
• Experience supporting marketing, communications, or corporate departments is preferred.

Preferred Skills

• PeopleSoft or FARS experience.
• Budget planning and financial reconciliation.
• Vendor and contract management.
• Event planning and coordination.
• Purchasing and procurement processes.
• Experience preparing RFP documentation.