Lead - Marketing Admin

Role overview

Lead - Marketing Admin at Olectra Greentech Limited

Budgeting and Financial Management Assist in preparing annual, quarterly, and campaign-wise marketing budgets.

The role covers vendor coordination, commercial negotiations, purchase requisitions and orders, invoice processing, budget tracking, and management reporting.

Responsibilities

• Track planned and actual expenditure across Brand, Marketing, Digital, PR, Events, and Communications activities.
• Maintain accurate expense trackers and cost sheets, identify budget variances, and support cost optimisation.
• Prepare periodic MIS reports, dashboards, and budget summaries for management review.
• Vendor Coordination and Commercial Negotiation Coordinate with marketing vendors, agencies, PR firms, digital partners, event agencies, and other service providers, ensuring timely follow-up.
• Lead commercial discussions and negotiations to achieve cost efficiency within approved budgets.
• Obtain and compare quotations, and support vendor selection in line with procurement policies.
• Maintain updated vendor records, commercial terms, agreements, and payment status.
• Purchase Requisitions and Purchase Orders Raise and track Purchase Requisitions (PRs) and Purchase Orders (POs) for marketing activities.
• Obtain required approvals before execution, in line with company processes.
• Coordinate with Procurement and Finance for timely PO issuance and amendments. - Invoice Processing and Payment Coordination Verify, book, and submit marketing invoices against approved POs, agreements, quotations, and deliverables.
• Ensure compliance with GST, finance, and internal audit requirements.
• Coordinate with Finance to process vendor payments on time and resolve discrepancies.
• Maintain complete records of invoices, contracts, approvals, and payments.CommentHighlight Reporting and Audit Support Prepare reports on total marketing expenditure, vendor-wise costs, and campaign-wise expenses.
• Track outstanding invoices and follow up until closure.
• Maintain organised records and provide data and documentation for internal reviews and audits.
• Coordination and Operational Support Work closely with the Head of Brand and the Brand, Marketing, Digital, PR, and Communications teams to support day-to-day operations.
• Act as the primary contact for finance, vendor, and documentation matters within the marketing function.
• Support the marketing team with administrative tasks, reports, and presentations.
• Qualifications and Experience Bachelor’s degree in Commerce, Business Administration, Marketing, or a related field. 1-2 years of experience in marketing operations, budget control, vendor management, or finance coordination.
• Skills and Competencies Strong MS Excel knowledge is mandatory for expense tracking, data analysis, and reporting.
• SAP is required for this role; training will be provided after joining.
• Vendor coordination and consistent follow-up are mandatory, supported by good negotiation and vendor management skills.
• Fluency in spoken and written English is mandatory.
• Good presentation skills are required, including the ability to prepare clear PowerPoint presentations and communicate information effectively.
• Sound knowledge of budgeting, financial documentation, PR and PO processes, invoice booking, and payment procedures.
• Strong organisational skills, attention to detail, and the ability to coordinate with internal and external stakeholders.

Preferred qualifications and skills

• Experience with PR and PO processes, invoice booking, budgeting, and vendor negotiations is preferred.

Employment details

• Location: Hyderabad

Additional role details

• Role Purpose The Lead Marketing Admin will manage marketing administration and operational support.
• The role supports smooth marketing execution through accurate records, cost control, timely follow-up, and compliance with internal processes.