Marketing Coordinator

JOB PURPOSE

The Marketing Coordinator is the document control, finance integration, and logistics backbone of the marketing team across both destinations. The role owns invoicing accuracy and budget records, drives the procurement-to-payment cycle (MR, PO, invoice, payment) with Procurement and Finance, coordinates marketing contracts with Legal, maintains vendor, material, and contract records, and coordinates all marketing logistics and travel — including event logistics support — ensuring smooth, compliant, and well-documented marketing operations.

• Process Material Requests, POs, invoices, and payments on time, with no overdue vendor invoices.
• Keep the marketing budget sheet current and accurate, with actuals posted and reconciled with zero errors.
• Prepare and file contracts and documentation completely and on time, ensuring audit readiness.
• Arrange team travel and event logistics on time and within budget.
• Maintain accurate and up-to-date vendor, material, and contract records.

• Maintain accurate invoicing records for the marketing team, follow up with vendors, and raise and process Material Requests (MRs).
• Follow up with Procurement for timely issuance of Purchase Orders (POs) and coordinate with Finance to ensure payments are completed on schedule.
• Record invoices in the invoice/inventory tracker once payment is processed and update the budget sheet with actuals.
• Maintain accurate budget records by posting actuals and reconciling committed, spent, and remaining figures.
• Own document control for the marketing team by maintaining organised records of contracts, vendors, and material master data.
• Create and maintain vendor and material records and support marketing‑related contract administration in coordination with Procurement, Finance, and Legal.
• Support finance integration for the marketing team by coordinating invoice and payment processing and ensuring marketing transactions are captured correctly.
• Process marketing logistics requirements, including travel requests, flights, accommodation, and itineraries.
• Support major events by coordinating logistics, flights, transportation, and on‑ground requirements alongside the Events & Destination Manager.
• Liaise with Procurement, Finance, and Legal to ensure the contract-to-payment cycle is completed efficiently, compliantly, and with proper documentation.
• Maintain marketing operations trackers and documentation (invoice tracker, inventory list, budget sheet, contract log) to ensure accurate records.

• Destinations:
  Jebel Sifah and Hawana Salalah.
• Primary focus:
  Marketing document control, finance integration, and logistics coordination.
• Cross‑functional:
  Works across Procurement, Finance, and Legal; supports the Events team.

• Marketing Team:
  Raise MRs, process invoices, prepare travel arrangements, and support contracts and documentation.
• Procurement: PO issuance, vendor onboarding, and contract processing.
• Finance:
  Payment processing, budget actuals, and finance integration.
• Legal:
  Preparation and review of marketing contracts.
• Events & Destination Team:
  Event logistics, flights, transportation, and on‑ground support.
• Marketing, Design, and Content Teams: PO, invoice, and contract coordination related to vendors, creative services, content, and marketing activities.

• Bachelor’s degree in Business Administration, Finance, Marketing, or a related field.
• 3–5 years of experience in coordination, administration, procurement, or finance support (marketing environment is a plus).
• Strong Microsoft Excel skills and experience with budget, invoice, and inventory tracking.
• Familiarity with procurement processes (MR, PO), ERP systems, and contract documentation.
• Excellent organisational, documentation, and follow‑up skills with strong attention to detail.
• Good communication and stakeholder coordination skills in English (Arabic is a plus).
• Ability to manage multiple priorities and deadlines, with flexibility to support events when required.