The Marketing Administrative Specialist plays a vital role in supporting the execution and coordination of Belo’s clinic marketing initiatives. The role is primarily responsible for ensuring the timely preparation, tracking, and delivery of marketing assets, assisting in the smooth rollout of in-clinic campaigns, and supporting documentation and reporting needs for the Marketing Management team. This position requires close coordination with the Clinic Marketing Officer and other internal stakeholders, ensuring that all promotional activities are properly supported through efficient administrative processes. This role is primarily responsible for clinic marketing admin tasks, but is also expected to support the department's overall administrative needs. The Marketing Administrative Specialist ensures operational excellence behind the scenes to help drive successful patient engagement and promotional execution on-ground.
II. JOB DUTIES AND RESPONSIBILITIES
Marketing Coordination and Administrative Support
- Prepares and submits PRFs (Purchase Request Forms) for marketing collaterals, treatments, and event-related requirements
- Coordinates procurement follow-ups to ensure timely delivery of clinic materials and marketing supplies
- Supports the implementation of promotional campaigns by disseminating approved materials to clinics via digital and physical delivery channels
- Maintains accurate trackers and digital archives of memos, promotional mechanics, and approvals
- Monitors SRFs and ensures timely coordination and documentation
- Handles billboard inventory, including encoding and tracking of tarpaulin usage and disposal
- Processes and prepares clinic giveaways and other requested materials for campaigns or events
- Manages office supplies requests for the Marketing team, ensuring availability and replenishment
Clinic Asset Management
- Oversees inventory of clinic marketing assets including flyers, posters, brochures, and giveaways
- Ensures all clinics are equipped with updated marketing materials and coordinates with branches for asset requests or replenishments
- Assists in the production schedule of tangible materials in alignment with clinic campaign calendars
Event & Activation Logistics
- Provides logistical support for in-clinic events and brand activations (e.g., patient engagement activities, launches, media visits)
- Coordinates with suppliers for printing, giveaways, and event materials
- Assists in site visits, set-up, and documentation during clinic events and activations
Data Encoding & Reporting
- Encodes and maintains marketing-related data such as patient promo availments, redemption reports, and campaign trackers
- Assists in gathering performance insights and promo availment updates from branches for consolidation by the Clinic Marketing Officer
- Ensures accuracy of documentation, and supports in creating summary reports or presentations for marketing alignment meetings
Internal Liaison and Cross-Functional Coordination
- Coordinates with Finance, Purchasing, Clinic Operations, Creatives, and other relevant departments for proper execution of marketing initiatives
- Assists in monitoring approval routing of marketing documents
- Ensures compliance with standard operating procedures and documentation protocols
Other Duties
- Participates in meetings and trainings as required by the Marketing team
- Maintains organization of marketing folders (both physical and digital) for audit readiness
- Supports other administrative and operational tasks that may be assigned by the Clinic Marketing Officer or Marketing Management
III. JOB QUALIFICATIONS
Education:Bachelor’s degree in Marketing, Communications, or any related field Experience
Skills:
:With 1-2 years of experience in marketing or administrative support is preferred, but fresh graduates with strong organizational and communication skills.
Strong organizational skills, proficiency in Microsoft Office and project management tools, excellent communication skills and attention to details, and the ability to multi-task and meet the deadlines in a fast-paced environment.
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