Marketing Administrator - NA Region, US; f​/m​/x

ESSENTIAL JOB FUNCTIONS

• 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 Fed Ex 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.

• 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…