Marketing Administrator - NA Region, US-Houston, TX (f/m/x)

OMICRON•Houston, TX

3d•Onsite

About The Position

The Marketing Administrator will provide comprehensive administrative support to the marketing team, focusing on calendar management, travel coordination, inventory management, shipping logistics, purchasing, and financial administration. This role is crucial for ensuring the smooth operation of marketing activities and campaigns within the North America region. The position requires strong organizational skills, attention to detail, and the ability to work effectively in a deadline-driven, team-oriented environment within an international company.

Requirements

Prior Marketing and Administrative Experience desired
Ability to multi-task in a deadline-driven atmosphere with multiple competing priorities
Strong knowledge of Microsoft Office programs (Word, Excel, PowerPoint)
Knowledge of CRM Systems (e.g. Microsoft Dynamics)
Must have strong organizational skills and pay close attention to detail
Excellent communication skills (oral and written)
Enjoy working in a team environment part of an international company
Flexibility, a can-do attitude, and willingness to pitch in; strong team player.
Available to participate in company's promotional activities (exhibitions, conferences, etc).
Ability to travel 2-3 times per year.
One to three years of relevant work experience in marketing coordination or administrative work.
High school diploma or equivalent required.
Must be able to see, hear, speak and write clearly in order to communicate with customers; manual dexterity required for occasional reaching and lifting of large objects more than 50 pounds, and operating office equipment; Frequent sitting, occasional bending and kneeling.

Nice To Haves

B2B Marketing Experience preferred

Responsibilities

Maintain and support marketing calendars, ensuring all events, campaigns, deadlines, and key milestones are accurately tracked and communicated.
Monitor the OMICRON Academy schedule and integrate marketing activities and promotional timelines accordingly.
Maintain team availability calendars, including vacation schedules, planned absences, and holiday coverage.
Coordinate backup coverage and scheduling.
Track department deadlines and deliverables, proactively following up with team members to ensure projects remain on schedule.
Support internal reporting and maintain marketing dashboards.
Coordinate hotel accommodations and lodging arrangements for employees attending industry/hosted events, conferences, and company meetings.
Collaborate with team members to collect travel details, including flight itineraries and travel schedules.
Manage travel-related calendar reminders and notifications to ensure employees book travel within established timelines.
Maintain travel records and support internal tracking of event attendance and travel logistics.
Travel to key industry events and company hosted events/meetings as required (approximately 2-3 times annually).
Maintain and manage the marketing asset database, ensuring all materials, equipment, and promotional items are accurately tracked.
Organize and oversee marketing inventory, including trade show materials, booth assets, promotional giveaways, literature, and branded merchandise.
Partner closely with the Toronto office administrator to support inventory needs.
Maintain accurate inventory records and regularly update inventory tracking spreadsheets throughout the year.
Conduct routine inventory audits to verify stock levels and identify replenishment needs.
Manage spare parts inventory for exhibit displays and booth materials to ensure readiness for upcoming events.
Inspect booth kits and event assets before and after shows to confirm completeness and functionality.
Identify, document, and report damaged or missing materials and coordinate replacements as needed.
Fulfill Area Sales Manager (ASM) kits, product specialist requests, and marketing material orders submitted through MS Forms.
Fulfill Sales Partner request orders submitted through MS Forms.
Coordinate inventory replenishment and maintain appropriate stock levels for frequently used marketing materials.
Prepare and maintain shipping documentation for marketing materials, trade show exhibits, promotional assets, and event equipment.
Manage shipment tracking through established spreadsheets and logistics tracking tools.
Obtain shipping quotes from vendors and carriers, comparing options to optimize costs and delivery timelines.
Create shipping labels and process shipments using FedEx and other logistics providers.
Monitor shipment status and proactively resolve delivery issues or delays.
Coordinate outbound and inbound shipments for trade shows, conferences, and customer events.
Assist with packing, unpacking, staging, and organizing event materials before and after events.
Document shipments by maintaining records and taking photos of shipment.
Ensure marketing materials are shipped, received, and returned according to event schedules and deadlines.
Coordinate employee apparel orders, including sourcing, ordering, tracking, and distributing to employees.
Track marketing expenses and maintain accurate purchasing records.
Review vendor invoices for completeness and accuracy prior to approval and payment processing.
Submit approved invoices to accounting and monitor payment status as needed.
Maintain and update annual marketing budget tracking spreadsheets.
Monitor marketing expenses and assist department leaders in tracking spending against approved budgets.
Support cost management initiatives by researching pricing, obtaining quotes, and identifying cost-saving opportunities.
Generate periodic financial summaries and reports to support departmental planning and budget reviews.