Job Title: Administration Manager – Marketing & Media
Location: East Boston, MA, 02128
Duration: 6 Months
Position Summary
We are seeking an energetic, detail-oriented, proactive, and personable Administration Manager to support our fast-paced Marketing and Media departments. This role is responsible for managing daily administrative operations, overseeing department budgets, coordinating purchasing and vendor activities, and providing administrative support for marketing initiatives and events. The ideal candidate is highly organized, experienced with financial tracking, and able to manage multiple priorities in a collaborative environment.
Key Responsibilities
Budget & Financial Management
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Develop, administer, and monitor annual operating budgets.
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Prepare annual budget requests and support 5-year and annual budget planning.
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Track department expenditures and reconcile financial data.
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Identify and resolve budget discrepancies.
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Prepare monthly, quarterly, and year-end financial reports.
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Coordinate monthly reclasses and accruals.
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Review financial reports using PeopleSoft/FARS to monitor spending.
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Maintain accurate budget records and expense tracking.
Purchasing & Vendor Management
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Serve as liaison with Finance and Purchasing departments.
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Process invoices, purchase requisitions, purchase orders, and receiving transactions.
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Monitor purchase orders and contract funding.
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Manage vendor contracts, billing, and payment tracking.
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Coordinate new vendor setup and application status.
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Prepare sole source documentation and assist with Requests for Proposals (RFPs).
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Oversee international marketing incentive agreements.
Administrative Support
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Coordinate travel arrangements, meetings, and department schedules.
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Maintain electronic files, records, and invitation lists.
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Prepare business plans and departmental reports.
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Manage staff parking placards and SIDA badge processing, renewals, and visitor passes.
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Serve as Office Safety Captain and maintain safety training records.
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Event & Marketing Support
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Assist with planning and coordinating marketing events and activations.
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Book photographers, caterers, and other event vendors.
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Coordinate event logistics and provide on-site event support.
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Order promotional materials, branded merchandise, office, kitchen, and event supplies.
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Work closely with project managers on creative requests and purchasing needs.
Daily Responsibilities
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Meet with management to review project priorities and outstanding tasks.
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Coordinate with project managers on branded materials and signage requests.
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Process invoices and monitor expenses against department budgets.
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Submit requisitions and update purchase orders.
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Track vendor requests and approvals.
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Maintain inventory of office, kitchen, and printing supplies.
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Keep accurate financial and purchasing records.
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Assist with vendor coordination for events and activations.
Qualifications
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Bachelor's degree in Business Administration, Finance, Marketing, or a related field preferred.
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3+ years of administrative, operations, or office management experience.
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Experience managing budgets, invoices, purchasing, and vendor relationships.
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Knowledge of PeopleSoft, FARS, or similar ERP systems preferred.
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Strong Microsoft Office skills, especially Excel.
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Excellent organizational, communication, and multitasking abilities.
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Ability to work independently while managing multiple deadlines.
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Experience supporting events or marketing departments is a plus.
Preferred Skills
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Budget planning and financial reporting.
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Invoice processing and purchase order management.
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Vendor and contract administration.
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PeopleSoft/FARS experience.
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Event coordination.
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Administrative operations.
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Microsoft Excel.
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Organizational and time management.
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Problem-solving and analytical skills.
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Communication and collaboration.
