Marketing Administrator

To support the marketing team in planning, coordinating and executing sponsorship-related activities. This includes assisting in event logistics, brand visibility and maintaining administrative records related to all sponsorships.

**Minimum Requirements**:

- Grade 12
- Tertiary qualification in Marketing or related Business diploma (advantageous)
- 4 - 6 years of practical experience in marketing, sponsorship, office administration, and financial assistance

**Key Performance Areas**:
**Suite Operations & Administration**
- Familiarise the clients with the suite, pointing out amenities such as seating areas, refreshments, restrooms, and any special features.
- Ensure that food and beverages are ordered, readily available and replenished throughout games in the AFGRI suite. Arrange barmen to attend to the client’s beverage requirements.
- Ensure that the TVs in the suite are maintained and licenses are paid.
- Pay attention to individual preferences and cater to them whenever possible. Whether it's dietary restrictions, seating preferences, or special requests, strive to accommodate our clients' needs.
- Ensure timely opening and secure closing of the suite on game days and during scheduled events.
- Coordinate and oversee cleaning of the suite before and after each event or game day to maintain high standards of hygiene and presentation.
- Maintain and regularly update the events calendar with all upcoming fixtures and suite bookings.
- Forward all sponsorship requests to the Marketing Manager for consideration and approval.

**Game Day Responsibilities**
- Place orders for catering and beverages ahead of game days, ensuring all preferences and guest requirements are met.
- Print and prepare all “Predict the Score” forms or materials before each game, as required for activations or guest entertainment.

**Maintenance & Upkeep**
- Regularly inspect the suite to ensure it is in good condition and coordinate any necessary repairs or maintenance.
- Monitor stock levels of beverages, branded materials, and supplies, and replenish as needed.

**Sponsorships/Schools and Other**
- Working closely with the marketing team to ensure the smooth execution of all events.
- Manage and coordinate the set-up of marketing material at school tournaments. Monitor the quality and status of branding material.

**Golf Days**
- Display prominent branding at the water hole area, including banners, flags, and signage featuring
- AFGRI’s branding and messaging.
- Arrange refreshments such as water, sports drinks, or snacks branded with our logo.
- Working closely with the marketing team to ensure the smooth execution of golf days.

**Financial Assistance**

**Invoice Management**
- Verify that all marketing-related invoices are accurate and contain correct details, including amounts, supplier info, and descriptions.
- Ensure that all supporting documentation is attached before submission.
- Facilitate the timely submission of invoices for approval and signature by authorised personnel.
- Track the status of submitted invoices to ensure payments are processed on time.

**Vendor Application & Management**
- Ensure all vendor forms are filled out correctly, including tax documents, banking details, and contact info.
- Coordinate with Finance or Procurement departments to follow up on vendor approval status.
- Maintain an up-to-date database of approved marketing vendors and vendor numbers.
- Perform regular stock counts (monthly) in assistance with ADDX and maintain accurate records of all branded materials and promotional stock.
- Replenish stock as required, ensuring sufficient levels are available for planned campaigns and events.
- Create and implement an efficient system for tracking items in and out of storage.
- Supply regular feedback to the marketing division on stock quantities.
- All marketing collateral is distributed across all offices in time and in the correct quantities.

**Marketing and Promotions Items (Storerooms)**
- Maintain a clean, organised, and secure storeroom for all promotional materials and branded stock items (e.g., t-shirts, pens, bags, caps).
- Label, categorise, and store items systematically for easy access and efficient retrieval.
- Conduct monthly stock takes and maintain up-to-date records of stock levels.
- Check incoming deliveries to ensure quantities and quality match order specifications.
- Coordinate with teams to ensure timely delivery or collection of items for events and sponsorships.
- Track and record all issued stock, ensuring accountability from requesters.
- Maintain accurate and current inventory spreadsheets or databases.
- Prepare monthly or quarterly stock reports for the Marketing and Finance teams.

**Administrative Support**
- Manage and update the marketing and events calendar to ensure all events and activities are reflected timely and accurate on the events calendar.
- Maintain up-to-date records of all sponsorship and supplier agreements.
- Management of promotional merchan