Admin Specialist Marketing

Title: Admin Specialist (Marketing)

Admin Specialist (Marketing)

The Admin Specialist (Marketing) provides administrative, logistical, planning, and project management support to the Marketing Excellence and Digital Public Relations teams. The role focuses on enabling internal initiatives related to people engagement, capability development, resource management, product governance, and PR programs.

Key Responsibilities

• Marketing Excellence
  
  

The Marketing Assistant provides administrative, logistical, planning, and governance support to Marketing Excellence initiatives, ensuring disciplined operations across resource management, scheduling, product governance, and people engagement programs.

• Resource Management & Financial Administration
• Maintain and update Advertising & Promotions (A&P) and Operating Expenses (OpEx) monitoring reports, including budget allocations, actuals, and commitments.
• Secure cost estimates from suppliers to support budgeting and approvals.
• Process vendor billings and payments through SAP, including Purchase Orders (PO) and Goods Receipts (GR).
• Coordinate on reversals and corrections of financial postings, as required.
• Manage billing- and payment-related disputes and ensure timely resolution.
• Participate in audit checks, meetings, and reporting sessions to support governance and compliance.
  
  

Accruals Management

• Track progress of accrual submissions and follow up with responsible Persons-in-Charge (PICs) to ensure timely and complete recording of accruals for all balance projects within the closing year.
  
  

Quitclaims Monitoring

• Track and record submission of vendor quitclaim letters (within 360 days and beyond) and ensure proper filing and Accounting, including accurate archiving for audit purposes.
• Schedule & Booking Management
• Manage scheduling and booking arrangements for Marketing Excellence activities, including annual and quarterly planning, engagement programs, and regular governance meetings (e.g., PB, PPS, CB, PWG, Business Updates, and alignments with the Marketing Head).
• Organize and communicate meeting agendas and programs to stakeholders.
• Ensure availability of key attendees and quorum for decision-making meetings, when required.
• Book meeting rooms and ensure readiness of tools of work (presentations, materials, and equipment).
• Coordinate logistical requirements, including meal arrangements and meeting set-ups.
• Schedule technical support and manage audio-visual and hybrid meeting set-ups.
• Coordinate with project teams to secure meeting slots based on agreed operating cadences.
• Monitor timeliness of presentation schedules for time-sensitive initiatives and follow up on delays.
• Coordinate delivery of materials and goods to internal and external stakeholders for work group requirements or sponsorship-related grants.
• Product Work Group (PWG) Operating Plan Monitoring
• Develop a project management plan for the PWG Operating Plan based on outcomes of the annual planning session.
• Create and maintain an initiative calendar aligned with approved action plans.
• Monitor completion of identified initiatives and prepare quarterly progress reports for PWG review.
• Update and communicate changes in the innovation gate presentation calendar during PWG meetings to ensure alignment on milestones.
• People Engagement Program Management
• Conduct post-program satisfaction surveys and prepare reports on engagement program results.
• Engage marketing employees to interpret survey findings and recommend improvements to future programs.
• Develop program concepts and execute approved people engagement initiatives.
• Identify and shortlist suppliers for engagement programs, ensuring quality and cost efficiency.
• Monitor program expenses to ensure alignment with approved budgets.
• Complete all administrative requirements (financial settlement, documentation, and reporting) within one (1) month after program implementation.
• Digital Public Relations (DPR) Support
  
  

Provide Project And Administrative Support For Digital PR Initiatives

• Project Management Support
• Maintain project trackers for PR initiatives, partnerships, and digital campaigns.
• Monitor timelines, deliverables, and approval flows.
• Follow up with internal and external stakeholders on assigned tasks.
• Expense & Budget Management
• Assist in processing and tracking:
• PR-related expenses
• Sponsorship and partnership costs
• Agency billings and documentation
• Maintain expense logs and ensure completeness of required documents.
• Sponsorship & Partnership Mobilization
• Support logistical coordination for sponsorships and partnerships:
• Contracts and documentation
• Asset and material mobilization
• Event or activity requirements
• Assist in preparing partnership decks and post-activity summaries.
• Documentation & Reporting
• Prepare minutes of meetings, summaries, and status updates.
• Maintain organized records of PR initiatives, partners, and outputs.
• Support preparation of internal reports and presentations.
• General Administrative & Coordination Support
• Prepare meeting materials, minutes, and action trackers.
• Schedule meetings and manage calendars for MEx and DPR initiatives.
• Maintain orderly digital filing systems and version control.
• Support basic procurement and documentation requirements related to MEx and DPR work.
• Perform other related duties aligned to MEx and DPR scope.
  

Qualifications

• Bachelor’s degree in Marketing, Communications, Business, or related field
• 1–3 years of experience
• Knowledgeable with SAP modules
• Strong organizational and documentation skills
• Good written and verbal communication skills
• Proficient in MS Office / Google Workspace
• Comfortable managing multiple trackers and timelines
  
  

Jollibee Foods Corporation is the hiring entity for this requisition.

---