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Project Administrator, Marketing

Position Title:
Department:
Reports To:
Direct Reports:
Location:
Project Administrator, Marketing
Marketing
General Manager Marketing Communications
None
Sydney Head Office

 

POSITION PURPOSE

The Project Administrator is responsible for administration associated with the Marketing portfolio.

The purpose of the position is to provide invaluable support to the General Manager Marketing Communications and Global Creative & Content Manager with project administration and ensure accurate and timely reporting on these activities.

PRINCIPAL ACCOUNTABILITIES

  • Draft legal documents including, appropriation requests, contracts and work orders
  • Track and manage the workflow process for contracts, purchase orders and invoices and other project related paperwork for the team. Ensure all related administration is carried out correctly and efficiently
  • Alert the relevant Program Managers and/or Project Managers of any process related concerns which may adversely impact on the project delivery of agreed outcomes and deliverables
  • Carry out filing (hardcopy and electronic/digital) of all contracts, Talent release forms and other documentation and correspondence as required in HP TRIM
  • Process invoices on a regular basis via SAP and HP TRIM
  • Develop a good working knowledge of all key projects and project budgets
  • Minute taking during internal and external meetings
  • Assist Marketing Program Managers and/or Project Managers with end of financial reconciliations and new year preparations
  • Collate marketing status reports, monthly reports, Board and Program reports for the Global Marketing team
  • Assist with meeting preparation including booking rooms/venues, arranging catering and organising any tea/coffee requirements on the day of a meeting
  • Code senior marketing managers MasterCard expenses
  • Manage domestic and/or international courier and mail requirements for the Marketing team
  • Book regular domestic and/or international travel for Marketing team
  • Perform other ad-hoc administrative and organizational tasks when required
  • Assist with administration for events and photo shoots when required
  • Reception relief when required
  • Assist in trafficking through all publication approvals for the Marketing team and international offices
  • Update and populate relevant information in the Digital Library and Dashboard programs (this includes assisting to provide images as and when requested)

 

SKILLS AND KNOWLEDGE REQUIRED

Qualifications

  • Tertiary qualification in Marketing or similar discipline preferred
  • Fashion specific knowledge

Work Experience

  • 2+ years’ experience in an administration role is essential
  • Previous experience in project administration will be highly regarded

Skills & Attributes

  • Highly desirable - understanding of financial processes with experience SAP, HP Trim and Salesforce
  • Intermediate/advanced level of proficiency in Microsoft suite
  • Able to work as part of a team and provide support to a diverse group of individuals with varying requirements
  • Process orientated, yet with flexibility to attend to urgent team requirements
  • High level motivation
  • Strong organisational and planning skills
  • Excellent written and verbal communication
  • The ability to work on multiple projects at one time
  • The ability to work under pressure and to deadlines
  • The ability to manage and prioritise competing deadlines
  • Stakeholder expectation management
  • Excellent attention to detail and accuracy
  • Confidentiality, sound judgement, cooperation, discretion and diplomacy are essential skills that must be exercised consistently to ensure that a high degree of professionalism is demonstrated both within AWI and externally.

KEY RELATIONSHIPS

  • Marketing Program and Project Managers
  • AWI Finance team
  • AWI Legal Services and IP
  • AWI suppliers, vendors and consultants