Administrative Marketing Specialist

Role Overview

• Process and monitor invoices from vendors collaborating with the Marketing Department, proactively identifying discrepancies and proposing corrective action plans when needed;
• Manage all Marketing-related Purchase Orders on a daily basis, ensuring accuracy, budget alignment, and compliance with internal procedures;
• Manage day-to-day administrative communication with vendors, ensuring proper coordination across invoicing, payments, documentation, and issue resolution;
• Manage vendors’ fiscal documentation, when required, ensuring proper archiving of all related documents, and verify the correct application of withholding taxes on invoices;
• Verify and control indirect taxes related to vendor invoices and claims;
• Manage all Accounts Payable anomalies by coordinating daily with the HQ Shared Service Center and the Marketing team, ensuring timely resolution. Structure and share a weekly status report with the area lead, proactively identifying and addressing potential critical issues;
• Monitor vendors’ ledgers and collaborate with HQ Treasury to ensure timely payments of invoices and advance payments;
• Provide daily support to the Marketing teams by reviewing invoices, overseeing payment flows, monitoring budget performance to ensure alignment with approved forecasts, and preparing ad hoc reports when required;
• Align daily with the Finance team to analyze data, ensure cost-effectiveness, verify data accuracy, resolve discrepancies, and accrue costs on a monthly basis when required;
• Coordinate and manage the contract approval process, acting as a liaison between Marketing and Legal to ensure contracts are finalized and signed on time;
• Register and onboard new vendors in internal systems;
• Conduct weekly alignment meetings with Marketing teams to review workflows, resolve issues, allocate or accrue budgets, and verify estimates versus actuals;
• Ensure proper archiving and organized maintenance of all fiscal documentation and contracts in compliance with internal policies and audit requirement;

Requirements

• At least 2/3 years of experience in a similar role, with proven experience in Accounts Payable management.
• Solid knowledge of tax and invoicing regulations and hands-on experience with withholding and indirect tax processes, and with the fiscal documentation required from vendors based abroad.
• High level of confidentiality and discretion, exceptional attention to detail and accuracy, strong cross-functional collaboration skills.
• Strong problem-solving skills, excellent organizational and time-management abilities.
• Advanced knowledge of Microsoft Office Suite, especially Excel.
• Experience with Invoice Management Systems. The knowledge of SAP S/4HANA is considered a plus.
• Stealth system (basic knowledge)
• Fluent in English (written and spoken)

Benefits

• Health insurance
• Paid time off