Marketing Administrator - NA Region, US-Houston, TX (f/m/x)

Essential Job Functions

• Calendar Management & Administrative Support: Maintain and support marketing calendars, ensuring all events, campaigns, deadlines, and key milestones are accurately tracked and communicated. Monitor the OMICRON Academy schedule and integrate marketing activities and promotional timelines accordingly. Maintain team availability calendars, including vacation schedules, planned absences, and holiday coverage. Coordinate backup coverage and scheduling. Track department deadlines and deliverables, proactively following up with team members to ensure projects remain on schedule. Support internal reporting and maintain marketing dashboards.
• Travel Coordination & Support: Coordinate hotel accommodations and lodging arrangements for employees attending industry/hosted events, conferences, and company meetings. Collaborate with team members to collect travel details, including flight itineraries and travel schedules. Manage travel‑related calendar reminders and notifications to ensure employees book travel within established timelines. Maintain travel records and support internal tracking of event attendance and travel logistics. Travel to key industry events and company‑hosted events/meetings as required (approximately 2‑3 times annually).
• Inventory Management & Warehouse Operations: Maintain and manage the marketing asset database, ensuring all materials, equipment, and promotional items are accurately tracked. Organize and oversee marketing inventory, including trade show materials, booth assets, promotional giveaways, literature, and branded merchandise. Partner closely with the Toronto office administrator to support inventory needs. Maintain accurate inventory records and regularly update inventory tracking spreadsheets throughout the year. Conduct routine inventory audits to verify stock levels and identify replenishment needs. Manage spare parts inventory for exhibit displays and booth materials to ensure readiness for upcoming events. Inspect booth kits and event assets before and after shows to confirm completeness and functionality. Identify, document, and report damaged or missing materials and coordinate replacements as needed. Fulfill Area Sales Manager (ASM) kits, product specialist requests, and marketing material orders submitted through MS Forms. Fulfill Sales Partner request orders submitted through MS Forms. Coordinate inventory replenishment and maintain appropriate stock levels for frequently used marketing materials.
• Shipping & Logistics Coordination: Prepare and maintain shipping documentation for marketing materials, trade show exhibits, promotional assets, and event equipment. Manage shipment tracking through established spreadsheets and logistics tracking tools. Obtain shipping quotes from vendors and carriers, comparing options to optimize costs and delivery timelines. Create shipping labels and process shipments using FedEx and other logistics providers. Monitor shipment status and proactively resolve delivery issues or delays. Coordinate outbound and inbound shipments for trade shows, conferences, and customer events. Assist with packing, unpacking, staging, and organizing event materials before and after events. Document shipments by maintaining records and taking photos of shipments. Ensure marketing materials are shipped, received, and returned according to event schedules and deadlines.
• Purchasing, Vendor Coordination & Financial Administration: Coordinate employee apparel orders, including sourcing, ordering, tracking, and distributing to employees. Track marketing expenses and maintain accurate purchasing records. Review vendor invoices for completeness and accuracy prior to approval and payment processing. Submit approved invoices to accounting and monitor payment status as needed. Maintain and update annual marketing budget tracking spreadsheets. Monitor marketing expenses and assist department leaders in tracking spending against approved budgets. Support cost‑management initiatives by researching pricing, obtaining quotes, and identifying cost‑saving opportunities. Generate periodic financial summaries and reports to support departmental planning and budget reviews.

Knowledge, Skills and Abilities

• Prior marketing and administrative experience desired.
• Ability to multi‑task in a deadline‑driven atmosphere with multiple competing priorities.
• Strong knowledge of Microsoft Office programs (Word, Excel, PowerPoint).
• Knowledge of CRM systems (e.g., Microsoft Dynamics).
• Strong organizational skills and close attention to detail.
• Excellent oral and written communication skills.
• Enjoy working in a team environment within an international company.
• Flexibility, a can‑do attitude, and willingness to pitch in; strong team player.
• Available to participate in company promotional activities (exhibitions, conferences, etc.).
• Ability to travel 2‑3 times per year.
• B2B marketing experience preferred.

Work Experience Requirements

• One to three years of relevant work experience in marketing coordination or administrative work.
• Note: This list is not exhaustive; responsibilities may be amended to meet business and organizational needs.

Education Requirements

• High school diploma or equivalent required.
• Bachelor’s degree from an accredited school or university in Business Administration, Marketing, Public Relations, or a similar field.

Working Conditions

Physical Demands: Must be able to see, hear, speak and write clearly to communicate with customers. Manual dexterity required for occasional reaching and lifting of large objects (more than 50 lb) and operating office equipment. Frequent sitting, occasional bending and kneeling.

Work Environment: Office is clean, orderly, properly lit and ventilated. Noise levels are low to moderate. Reasonable accommodations may be made to allow differently‑abled individuals to perform essential functions.