Marketing Operations Administrator

Job Summary:

The Marketing Operations Administrator serves as the primary task master in the project management system to drive team coordination and on-time delivery of deliverables. The role manages Malco Store operations, including inventory management, purchase orders, printing coordination, vendor/3PL relations, fulfillment, and kitting—while maintaining the PIM/DAM asset library, monitoring digital asset workflows, updating product data and the website, handling design/administrative tasks, and delivering data-driven insights. This ensures seamless physical and digital support for campaigns, product launches, sales teams, and events through efficient processing, proactive recommendations, and continuous improvement.

Key Responsibilities:

• Acting as primary task master in the project management system: Enter new tasks with complete details after manager review, assign to team members, monitor progress, adjust timelines, and ensure on-time completion

• Overseeing day-to-day requests and requirements of the internal project management system and Malco Store, our sales collateral hub (operated by Taylor Corp.).

• Submitting/receiving purchase orders (POs), gathering printing quotes, and coordinating with vendors or 3PL providers for printing, production, storage, and shipping of marketing items

• Overseeing Malco Store inventory of marketing materials: monitor stock levels for all products, advise on reordering, generate ideas and source merchandise for collateral and launches, and report on orders/usage with insights and recommendations for sales and inventory decisions

• Assisting with 3PL invoicing, pricing, financial tracking, performance metrics, and generating basic reports on inventory, orders, and fulfillment efficiency

• Managing user accounts and access for the Malco Store; assisting in executing 3PL initiatives and rollouts

• Processing and fulfilling internal/external orders for promotional items, samples, collateral, and kitting (including in-house kitting and sales kitting resource coordination)

• Creating and maintaining Product Information Management/Digital Asset Management System (PIM/DAM) category folders for new portfolio products, auditing/reviewing files for visibility, tags, regions, and naming formats

• Maintaining and reviewing all product assets for accuracy; updating product data in PIM/DAM and the company website when portfolio changes occur

• Monitoring/reviewing digital asset uploads and downloads, meeting distribution deadlines, authorizing access, and converting PIM/DAM exports to client-preferred formats

• Managing show leads and updating marketing contact lists

• Assist with website maintenance (product development pages, landing pages, slider images, home page updates, rep page edits, and other updates as needed)

• Monitoring and reporting on rep page and Malco store activity (usage, logins, clicks, engagement with digital documents, Malco Store links, and launch resources); analyzing data (including orders/usage) to provide actionable recommendations for optimizing content, access, inventory, and launch strategies

• Collaborating with marketing, sales, customer service, planning, external agencies, and Taylor Corp. to align priorities, escalate critical items, provide project status updates, and support high-impact initiatives

• Proactively identifying process improvements for 3PL/Malco Store operations, task workflows, PIM/DAM management, and reporting

• Supporting miscellaneous activities directly related to marketing fulfillment, content operations, and digital asset management

Qualifications:

· Required: High School Diploma or GED

· Preferred: Associate’s degree or Bachelors degree or equivalent coursework in business, marketing, customer service, or sales

· 3–4 years of relevant experience

Knowledge, Skills, and Abilities:

· Knowledge of shipping processes, USPS guidelines, and 3PL operations

· Product Information Management/Digital Asset Management System (PIM/DAM) platform knowledge

· Proficiency in Microsoft Suite (Outlook, Excel, Word, PowerPoint) and Acrobat DC

· Optional but preferred knowledge in Adobe InDesign, Illustrator, Premiere Pro, Photoshop

· Familiarity with web design/development (image storage and linking)

· Excellent time management, organizational, communication, and project management skills

· Strong accuracy, mathematical skills, attention to detail, and quality/timeliness focus

· Strong interpersonal, written, and verbal communication skills

· Ability to work effectively as part of a team and independently with minimal supervision

Comfortable with computers, record keeping, project management tools, and basic reporting/analytics

Benefits and Perks:

The Malco Group recognizes the importance of offering comprehensive benefits and perks to its employees, including:

· 401k with company matching.

· Medical, Dental & Vision Insurance

· Company paid life insurance and paid short-term disability.

· Paid time off