Summary

The Marketing Administrator provides comprehensive administrative, coordination,

communication, and operational support to the Marketing Department. This position is

responsible for coordinating marketing activities, promotions, events, supplier and client

relationships, contracts, invoices, budgets, social media content, marketing communications,

and departmental records.

The Marketing Administrator ensures that marketing activities are properly planned, approved,

documented, communicated, executed, and followed through in accordance with company

policies, approved budgets, store requirements, and established procedures.

Major Duties, Responsibilities, and Key Accountabilities:

1. Marketing Administration & Coordination:

1.1. Provide day-to-day administrative and operational support to the Marketing

Department.

1.2. Coordinate marketing activities, projects, campaigns, promotions, events, activations,

sponsorships, donations, and advertising initiatives.

1.3. Maintain accurate marketing records, schedules, calendars, correspondence, contracts,

invoices, budgets, reports, and supporting documentation.

1.4. Coordinate activities between the Marketing Department, branches, stores, suppliers,

clients, Brand Managers, and internal departments.

1.5. Track outstanding tasks, approvals, documents, payments, requests, and deliverables

to ensure timely completion.

1.6. Assist with the preparation of marketing plans, presentations, promotional materials,

reports, and other departmental documents.

1.7. Maintain an organized filing and document-management system, including electronic

and physical records.

1.8. Ensure marketing activities are properly documented from initiation through

completion.

2. Invoice Administration & Verification:

2.1. Receive invoices from suppliers, service providers, individuals, event partners, and

other approved vendors regarding events, advertising, promotions and activations,

internal marketing activities, plenty for Twenty, and sponsorships.

2.2. Review invoices against approved quotations, agreements, budgets, purchase

arrangements, or agreed costs.

2.3. Verify that the relevant service, event, advertisement, activity, or job has been

completed before processing.

2.4. Check quantities, rates, dates, descriptions, calculations, and other invoice details for

accuracy.

2.5. Identify discrepancies, incorrect charges, missing information, or changes requiring

clarification.

2.6. Submit verified invoices for the required management approvals and signatures.

2.7. Scan, file, and maintain approved invoices and supporting documentation.

2.8. Forward fully approved invoices to the Accounts Department for payment processing.

2.9. Maintain appropriate records to support invoice tracking, reconciliation, and audit

requirements.

2.10. Follow up on outstanding invoices and approvals as required.

3. Contracts, Client Requests & Commercial Activities:

3.1. Receive contract and commercial requests from companies, suppliers, clients,

organizations, and individuals through email, telephone, correspondence, or other

approved channels.

3.2. Conduct an initial review of requests and coordinate internal discussions and

approvals.

3.3. Assist in determining applicable costs for store-space rental, advertising, promotional

space, in-store activations, event sponsorships, and other approved commercial

marketing opportunities.

3.4. Coordinate site visits with clients and relevant internal stakeholders.

3.5. Liaise with Operations, Security, Store Managers, Customer Service Representatives,

and other departments to determine suitable locations and operational requirements.

3.6. Ensure proposed activities comply with store guidelines, operational requirements,

health and safety requirements, security protocols, and applicable company policies.

3.7. Prepare and issue contracts once the proposed activity has received the necessary

internal approval.

3.8. Coordinate internal contract approvals and signature process.

3.9. Maintain accurate records of executed contracts.

3.10. Coordinate with Receivables regarding invoices issued to clients.

3.11. Obtain and forward client payment confirmations or remittances to receivables.

3.12. Follow up on outstanding documentation, payments, and contractual requirements.

4. Budget Preparation, Monitoring & Reporting:

4.1. Prepare budgets for marketing events, campaigns, promotions, activations, projects,

and departmental activities.

4.2. Assist with the preparation and monitoring of marketing activity budgets, departmental

operating expenses, monthly operating costs, promotions, events and activations,

sponsorships and related initiatives

4.3. Obtain projected costs and supporting information from suppliers and relevant

stakeholders.

4.4. Ensure proposed expenditures are properly documented and aligned with approved

requirements.

4.5. Submit initial and final budgets to the appropriate Marketing Manager or designated

approver for review and approval.

4.6. Clarify costs, requirements, and budget assumptions and make amendments where

required.

4.7. Monitor actual expenditure against approved budgets.

4.8. Identify and highlight significant variances, unexpected costs, or potential budget

overruns.

4.9. Prepare monthly donation reports and other departmental reports as required.

4.10. Prepare voucher reports for designated branches.

4.11. Provide supporting information for management reporting and financial reviews.

5. Email, Telephone & Daily Communication Management:

5.1. Manage daily communications received through email, WhatsApp, office telephone

lines, branch calls, head Office calls, and other approved communication channels.

5.2. Respond to inquiries from suppliers, vendors, clients, Brand Managers, branches, Store

Managers, Customer Service Representative teams, employees, event partners, and

members of the public.

5.3. Provide information and assistance regarding marketing activities, promotions, events,

advertising, donations, and other departmental matters.

5.4. Forward matters outside the Marketing Department's responsibility to the appropriate

person or department.

5.5. Ensure important correspondence and approvals are retained as supporting

documentation.

6. Meetings, Partnerships & Business Development:

6.1. Coordinate and participate in meetings with suppliers, companies, clients, Brand

Managers, sponsors, event partners, and external organizations.

6.2. Discuss potential partnerships, sponsorships, advertising opportunities, promotions,

events, and collaborative initiatives to increase customer engagement, sales,

visibility, and brand value.

6.3. Assist in developing new marketing projects, promotional concepts, events, and

commercial opportunities.

6.4. Maintain records of meeting outcomes, commitments, follow-up actions, and agreed

timelines.

7. Marketing Calendar & Event Coordination:

7.1. Develop, maintain, and distribute the Marketing Calendar.

7.2. Coordinate dates and schedules for promotions, events, activations, advertising

campaigns, supplier activities, and other marketing initiatives.

7.3. Review existing store activities prior to confirming new events or promotions.

7.4. Identify potential scheduling conflicts and coordinate alternative dates where

necessary.

7.5. Ensure sufficient space and appropriate locations are available for planned activities.

7.6. Ensure branches, Store Managers, Customer Service Representative teams,

Operations, Security, and other relevant departments are informed of upcoming

activities.

8. Promotions, Supplier & Brand Coordination

8.1. Liaise with suppliers, vendors, Brand Managers, and other business partners regarding

promotional opportunities.

8.2. Coordinate product launches, sales drives, product sampling, mini-events, in-store

activations, promotional displays, brand campaigns, and other supplier-led activities

and initiatives.

8.3. Review promotional requests and recommend suitable dates, times, and locations.

8.4. Coordinate multiple activities at the same store to minimize operational disruption and

ensure adequate customer movement.

8.5. Ensure promotional activities comply with applicable company policies, store

guidelines, health and safety requirements, and operational protocols.

9. Social Media & Digital Marketing Support:

9.1. Coordinate and support content published across the company's social media

platforms.

9.2. Assist with planning and scheduling social media content relating to sales, promotions,

events, activations, product launches, community initiatives, donations, and company

activities

9.3. Coordinate the review and approval of social media content with designated Marketing

and Executive Team members.

9.4. Monitor and ensure approved advertisements and promotional posts are published and

boosted as required.

9.5. Coordinate with Customer Service Representative teams and branches to obtain

photographs and content from promotions, events, activations, and in-store activities.

9.6. Ensure social media activity supports current sales, promotional campaigns, events,

and overall Marketing objectives.

10. Plenty for Twenty Administration

10.1. Coordinate administrative requirements relating to Plenty for Twenty activities.

10.2. Ensure booking orders and relevant documentation are completed accurately and

signed.

10.3. Verify that approved advertising and promotional materials correspond with

scheduled Plenty for Twenty activities.

10.4. Coordinate with suppliers, internal teams, and relevant stakeholders to ensure agreed

activities are properly executed.

10.5. Maintain appropriate records of bookings, advertisements, invoices, approvals, and

supporting documentation.

10.6. Follow up on outstanding requirements and ensure activities are properly

documented.

11. Marketing Materials, Signage & Promotional Support

11.1. Coordinate the preparation and distribution of marketing materials, including flyers,

promotional signage, presentations, advertisements, and point-of-purchase materials.

11.2. Assist with weekly promotional activities and communication of specials and

campaigns across stores.

11.3. Coordinate with suppliers, internal teams, branches, and relevant service providers to

ensure materials are delivered and displayed as required.

11.4. Assist with monitoring the availability and appropriate use of promotional materials

and giveaways.

11.5. Ensure marketing materials are aligned with approved campaigns, brand standards,

and promotional requirements.

11.6. Maintain records of promotional materials, giveaways, signage, displays, and other

Marketing Department assets.

11.7. Track the receipt, distribution, and usage of promotional materials.

11.8. Coordinate the movement of promotional items and materials between Head Office,

branches, stores, suppliers, and event locations.

11.9. Identify shortages or outstanding materials and follow up accordingly.

12. Cross-Functional Coordination

12.1. Work closely with store managers, Customer Service Representative Teams,

Operations, Security, Accounts, Receivables, Head Office, Suppliers, Brand

Managers, Clients, external agencies and event partners, and executive management.

12.2. Ensure all stakeholders understand their responsibilities, deadlines, and requirements.

12.3. Escalate issues, delays, conflicts, or risks to the appropriate manager.

12.4. Support effective communication between Marketing and operational departments.

12.5. Ensure marketing initiatives are practical, commercially viable, and operationally

appropriate for the supermarket environment.

13. Health & Safety Responsibilities:

13.1. Follow all Health and Safety policies and safe work procedures to ensure personal

and team well-being.

13.2. Report defects in equipment, injuries or illness, unsafe conditions and other incidents

to Management and the Health, Safety and Environment Committee immediately.

13.3. Actively participate in all company Health & Safety programs and initiatives

including mandatory orientations and ongoing training.

13.4. Review and comply with relevant Risk Assessment for Customer Service

Representative and Marketing areas.

13.5. All employees are to take personal responsibility for health and safety in their areas

of operation.

13.6. Always wear appropriate PPE (Personal Protective Equipment) as required.

Minimum Qualifications:

1. Education:

1.1. Associate’s Degree, Diploma, or Bachelor’s Degree in Marketing, Business

Administration, Communications, or a related field.

1.2. High school education or equivalent (e.g., CXC passes), tertiary-level studies in

Business, Marketing, or Customer Service.

1.3. Basic math and literacy skills.

2. Experience

2.1. Minimum 1 to 2 years of experience in marketing, retail marketing, merchandising,

customer service, or a related environment.

2.2. Entry-level candidates with relevant internships, volunteer experience, academic

projects, or demonstrated marketing skills.

2.3. Previous supermarket, retail, Fast-Moving Consumer Goods (FMCG), merchandising,

or consumer-facing experience.

3. Physical Requirements:

3.1. Ability to work a shift system including weekends, public holidays, and as required.

3.2. A valid driver’s license and reliable transportation may be required where the position

involves visiting multiple supermarket locations, conducting store audits, delivering

marketing materials, or supporting promotional events at different locations.

4. Skills & Competencies:

4.1. Excellent written and verbal communication skills, with the ability to communicate

effectively with management, colleagues, vendors, suppliers, and customers.

4.2. Ability to develop engaging promotional ideas and contribute to visually appealing

marketing materials and social media content.

4.3. Strong organizational and time-management skills, with the ability to manage multiple

campaigns, projects, and deadlines simultaneously.

4.4. Ability to collect, interpret, organize, and present marketing, customer, sales, and

competitor information in a clear and useful manner.

4.5. Ability to coordinate multiple marketing activities from planning through execution

while maintaining deadlines and attention to detail.

4.6. Working knowledge of social media platforms, digital marketing tools, and basic

graphic design applications such as Canva.

4.7. Proficiency in Microsoft Office applications, particularly Word, Excel, and

PowerPoint. Knowledge of spreadsheets, reporting tools, and digital marketing

platforms is an advantage.

4.8. Strong understanding of customer service principles and the ability to create marketing

activities that respond to customer needs and shopping behaviour.

4.9. Ability to work collaboratively with marketing, operations, merchandising,

purchasing, store management, vendors, and other departments.

4.10. Ability to work effectively in a fast-paced retail environment where priorities and

promotional requirements may change quickly.

Each employee has a commitment and responsibility to maintain a high standard of

performance and avoid negligence in the performance of their duties. The employee shall

carry out and complete such duties, in relation to the Company and its business as the

Company directs and shall perform all other acts and things as in the ordinary course of

business may be considered necessary or proper in the interest of the Company.

I have read and fully understand the duties, responsibilities, and expectations outlined inthis Job Description. I acknowledge that I have had the opportunity to ask questions and seek clarification on any aspects of the role. I agree to perform the duties to the best of my ability and to comply with all company policies, procedures, and performance standards.

This job description may be amended from time to time based on the operational needs of the

business, with appropriate notice.