ABOUT US:
CEF Solutions Inc. is a Consulting Services and Business Process Outsourcing (BPO) company specializing in BPO Operations, Operations Management, Process Engineering and Innovation, Cost Optimization, and Staffing solutions. We take pride in our expertise in providing specialized staffing services, ensuring that clients have access to top talent that aligns with their operational goals. We service some of the largest multinational companies in the world and are expanding quickly by delivering an unmatched end-to-end client experience.
Company website: www.CEF.inc
JOB DESCRIPTION:
We are looking for a reliable and detail-oriented Marketing Operations Admin to serve as the operational backbone of our Marketing Communications team. This role keeps the team running smoothly — managing event logistics, inventory programs, email distribution, vendor coordination, and gift fulfillment so the rest of the team can stay focused on creative and digital execution.
Responsibilities
Exhibition & Event Administration
- Handle booth registration, payments, and procurement for major trade shows (2x per year)
- Source and coordinate branded materials, giveaways, and printed kits for each event
- Track event-related expenses and submit records for budget reconciliation
- Maintain an event calendar with deadlines, vendor contacts, and logistics checklists
- Coordinate shipping of event materials and confirm on-site delivery timelines
Inventory & Marketing Logistics
- Manage inventory and fulfillment for ongoing programs: Free Drill kits and New Customer Gift packages
- Track outbound shipments and follow up on delivery issues with carriers
- Maintain accurate inventory logs in Excel or Google Sheets; alert team lead when stock needs replenishment
- Coordinate with the U.S. sales team on regional distribution requests and fulfillment priorities
Database & Newsletter Distribution
- Build, segment, and maintain the master email list in Mailchimp by region, specialty, and status
- Execute final newsletter sends following team lead approval and designer asset delivery
- Ensure list hygiene on a regular cadence: process unsubscribes, bounces, and opt-in updates
- Pull post-send reports and share open rate, click rate, and list health summaries with the team
Gift Sourcing & Fulfillment
- Research and evaluate gift options for new customer welcome and appreciation programs
- Manage vendor relationships, purchase orders, and delivery timelines for gift procurement
- Coordinate with the U.S. sales team to ensure timely distribution to new accounts
- Track gift inventory and proactively reorder to maintain buffer stock
General Admin & Operations Support
- Maintain billing and vendor invoice tracking — log payments, due dates, and approval status
- Update and organize procurement records: PO logs, vendor contacts, and order history
- Keep shared folders and documentation structured and accessible for the team
- Support light data entry and reporting tasks as assigned by the team lead
Requirements
- 2+ years of experience in marketing admin, operations coordinator, or similar role
- Strong Excel or Google Sheets skills — comfortable with tracking logs, basic formulas, and organized record-keeping
- Experience with Mailchimp or other email distribution platforms
- Highly organized with strong attention to detail and ability to manage multiple tasks at once
- Good written English for remote coordination with the U.S. team
- Reliable and self-directed — able to keep operations running without close supervision
- Experience with vendor coordination, procurement, or logistics is a strong plus
Nice to Have
- Experience coordinating trade show or event logistics
- Familiarity with inventory management or fulfillment workflows
- Background in healthcare, dental, or medical device industry (not required)
