Marketing/Admin Assistant (Salinas Drive, Cebu City)

Job Description:

The Project Coordinator is responsible for effectively and efficiently administering projects, events, and day-to-day operations for the Marketing Solutions team. This position ensures the seamless execution of project activities by providing comprehensive coordination, administrative, and logistical support.

The Project Coordinator plays a critical role in maintaining project timelines, managing communications, and ensuring all documentation and procedures are followed accurately.

Responsibilities:

• Event and Project Coordination

1. Identify and document the requirements and expectations for each event or project.
2. Liaise with vendors, exhibitors, and stakeholders throughout the event planning and execution process.
3. Manage all aspects of event set-up, pull-out, and follow-up, including processing necessary

1. Coordinate and book event requirements such as venues, caterers, IT equipment, and shuttle services.
2. Conduct venue inspections and facilitate ocular visits to ensure adherence to marketing

1. Assess the overall success of events and submit comprehensive post-event reports to

• Administrative and Logistical Support

1. Provide scheduling support, including booking appointments and coordinating meetings and discussions.
2. Make travel arrangements for the marketing team, such as booking flights, cars, hotel

1. Screen and route phone calls to the appropriate parties.
2. Maintain polite and professional communication with all internal and external contacts.
3. Anticipate the needs of the Sales Operations and Marketing personnel to support their seamless performance of work.
4. Reorder office supplies and consumables for the respective Arthaland Gallery as needed.
5. Maintain, sort, file, and safeguard all marketing documents and records.

• Financial and Reporting

1. Check and track reimbursements for the marketing team.
2. Encode and monitor the budget and expenses for the marketing team and/or assigned sales divisions
3. Prepare and submit a range of regular reports, including:
4. Marketing Documents
5. Reimbursement Monitoring Report (Liquidation form, Petty Cash Fund, Cash Advance, etc.)
6. Billing Monitoring
7. Calendar of Activities Monitoring
8. Office Supply and Inventory Lists
9. Generate other required reports and presentations as needed.

• Policy and Document Management

1. Ensure all documents for the Marketing Head's approval are complete, signed, and released in timely manner.
2. Monitor and ensure that policies, procedures, and standards are reviewed, approved, and updated regularly.
3. Facilitate the proper cascading of policies, procedures, and standards to all new and incumbent Marketing personnel.

• General Duties

1. Perform other management-mandated functions as required.

PREFERRED QUALIFICATIONS:

• College Graduate
• At least 2 years of work experience related to Marketing, Administration or equivalent
• Must be willing to work on Weekends (During events or important meetings onsite)
• Resides in Cebu City or nearby areas
• Open to considering fresh graduates for the role, provided their qualifications and level of involvement in school organizations align with the position requirements.
• Actively involved in school organizations, and has gained relevant experience in events. These are key qualifications to consider during the hiring process.