Lead - Marketing Admin

Role Purpose

The Lead Marketing Admin will manage marketing administration and operational support. The role covers
vendor coordination, commercial negotiations, purchase requisitions and orders, invoice processing, budget
tracking, and management reporting.
The role supports smooth marketing execution through accurate records, cost control, timely follow-up, and
compliance with internal processes.

Key Responsibilities

Budgeting and Financial Management

• Assist in preparing annual, quarterly, and campaign-wise marketing budgets.
• Track planned and actual expenditure across Brand, Marketing, Digital, PR, Events, and Communications activities.
• Maintain accurate expense trackers and cost sheets, identify budget variances, and support cost optimisation.
• Prepare periodic MIS reports, dashboards, and budget summaries for management review.

Vendor Coordination and Commercial Negotiation

• Coordinate with marketing vendors, agencies, PR firms, digital partners, event agencies, and other service providers, ensuring timely follow-up.
• Lead commercial discussions and negotiations to achieve cost efficiency within approved budgets.
• Obtain and compare quotations, and support vendor selection in line with procurement policies.
• Maintain updated vendor records, commercial terms, agreements, and payment status.
• Purchase Requisitions and Purchase Orders
• Raise and track Purchase Requisitions (PRs) and Purchase Orders (POs) for marketing activities.
• Obtain required approvals before execution, in line with company processes.
• Coordinate with Procurement and Finance for timely PO issuance and amendments.

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Invoice Processing and Payment Coordination

• Verify, book, and submit marketing invoices against approved POs, agreements, quotations, and deliverables.
• Ensure compliance with GST, finance, and internal audit requirements.
• Coordinate with Finance to process vendor payments on time and resolve discrepancies.
• Maintain complete records of invoices, contracts, approvals, and payments.CommentHighlight

Reporting and Audit Support

• Prepare reports on total marketing expenditure, vendor-wise costs, and campaign-wise expenses.
• Track outstanding invoices and follow up until closure.
• Maintain organised records and provide data and documentation for internal reviews and audits. Coordination and Operational Support
• Work closely with the Head of Brand and the Brand, Marketing, Digital, PR, and Communications teams to support day-to-day operations.
• Act as the primary contact for finance, vendor, and documentation matters within the marketing function.
• Support the marketing team with administrative tasks, reports, and presentations.

Qualifications and Experience

• Bachelor’s degree in Commerce, Business Administration, Marketing, or a related field.
• 1–2 years of experience in marketing operations, budget control, vendor management, or finance coordination.
• Experience with PR and PO processes, invoice booking, budgeting, and vendor negotiations is preferred. Skills and Competencies
• Strong MS Excel knowledge is mandatory for expense tracking, data analysis, and reporting.
• SAP is required for this role; training will be provided after joining.
• Vendor coordination and consistent follow-up are mandatory, supported by good negotiation and vendor management skills.
• Fluency in spoken and written English is mandatory.
• Good presentation skills are required, including the ability to prepare clear PowerPoint presentations and communicate information effectively.
• Sound knowledge of budgeting, financial documentation, PR and PO processes, invoice booking, and

payment procedures.
Strong organisational skills, attention to detail, and the ability to coordinate with internal and external
stakeholders.