Marketing Operations & Administration Manager

This position is responsible for the day-to-day administrative and financial operations of the departments, with a strong emphasis on budget management, expense tracking, procurement, invoice processing, purchase orders, vendor management, and financial reporting . This role is especially well suited for someone who has managed departmental expenses, processed invoices and purchase orders, worked with vendors, reconciled financial information, and used PeopleSoft or another enterprise financial system.

Job ID : 808319
Title: Marketing Operations & Administration Manager
Work location; 1 Harborside Drive, East Boston, MA 02128
Duration: 6 Months Contract

Sigma, Inc is looking for a Marketing Operations & Administration Manager to work onsite with our client located at East Boston, MA.

This is with Commonwealth of MA and with Massachusetts Port Authority. Will be required to work onsite at 1 Harborside Drive.

Position Summary:

We are seeking an energetic, detail-oriented, and proactive Marketing Operations & Administration Manager to support fast-paced Marketing and Media Relations departments.

This position is responsible for the day-to-day administrative and financial operations of the departments, with a strong emphasis on budget management, expense tracking, procurement, invoice processing, purchase orders, vendor management, and financial reporting.

The ideal candidate will have strong administrative and financial operations experience and be comfortable partnering with Finance, Purchasing, department leadership, project managers, and external vendors. Experience with PeopleSoft, eProcurement/ePro, or a similar ERP/financial system is highly desirable.

Key Responsibilities :

• Develop, administer, monitor, and track departmental operating budgets.
• Monitor expenditures and maintain accurate records of purchases, invoices, and fiscal-year budgets.
• Process invoices and ensure expenses are coded to the appropriate budget accounts.
• Reconcile financial data and identify and resolve budget or expenditure discrepancies.
• Prepare annual budget requests, operating budget submissions, and budget-related reports.
• Assist with annual and multi-year budget planning and business plan preparation.
• Coordinate monthly financial reclasses and accruals.
• Review financial reports to monitor spending and reconcile departmental financial activity.
• Generate and process purchase requisitions and purchase orders.
• Update approved purchase orders and complete receiving transactions as required.
• Serve as a liaison with Finance and Purchasing departments regarding invoices, requisitions, purchase orders, contracts, and funding.
• Track outstanding vendor requests and vendor application/onboarding status.
• Manage vendor contracts, billing, and related documentation.
• Assist with RFP documentation, sole-source requests, and departmental purchasing requirements.
• Coordinate monthly and quarterly performance reporting and year-end departmental reporting.
• Meet with department managers and project managers to review outstanding administrative, purchasing, event, and project-related needs.
• Coordinate purchasing requirements for branded merchandise, signage, promotional materials, printing, and other marketing materials.
• Assist with the coordination and hiring of vendors for events and marketing activations.
• Coordinate with photographers, caterers, production vendors, and other event-support providers.
• Provide onsite administrative and logistical support for events as needed.
• Assist with travel arrangements, meeting coordination, printing, online files, and invitation lists.
• Monitor inventory and order office, kitchen, printing, event, and art supplies as needed.
• Maintain organized and accurate purchasing, invoice, vendor, contract, and budget documentation.
• Provide additional administrative and operational support to the Marketing and Media Relations teams as required.

Qualifications:

• Previous experience in administration, business operations, financial administration, budget administration, procurement, purchasing, or a related function.
• Demonstrated experience managing or tracking departmental budgets and expenditures.
• Experience with invoice processing, purchase requisitions, purchase orders, procurement, and vendor management.
• Strong financial reconciliation and reporting skills.
• Experience working with PeopleSoft Financials, PeopleSoft eProcurement/ePro, FARS, or a comparable ERP/financial system strongly preferred.
• Experience coordinating with Finance and Purchasing/Procurement departments.
• Strong Microsoft Office skills, particularly Excel.
• Excellent organizational skills with strong attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to communicate professionally with department leadership, internal stakeholders, and external vendors.
• Event coordination, marketing operations, or media/communications department experience is a plus.
• Experience in a government agency, public authority, higher education, healthcare, transportation, or similarly structured organization is a plus.

Ideal Candidate

The ideal candidate combines administrative operations experience with strong budgeting and procurement skills. This role is especially well suited for someone who has managed departmental expenses, processed invoices and purchase orders, worked with vendors, reconciled financial information, and used PeopleSoft or another enterprise financial system.

This is primarily an administrative, budget, purchasing, and operations position supporting Marketing and Media Relations, rather than a traditional creative marketing role.