Marketing Operations/Admin Coordinator

As Marketing Operations/Admin Coordinator within the Marketing Operations team, you are the indispensable link that ensures structure, follow-up, and support for various administrative and operational processes. You help our internal operations run smoothly and provide support in terms of purchasing, planning, invoicing, and communication. Thanks to your overview, accuracy, and solution-oriented approach, you contribute to the efficient functioning of the team.

Your role and responsibilities:

You actively think about how administrative processes can run more efficiently, identify areas for improvement, and take initiative to streamline things. Your contribution is not just supportive: you also actively build communication with our internal customers and stakeholders, and help make the Marketing Operations portfolio more visible internally.

Communication & Stakeholder Engagement (30%)

• Co-thinking and co-working on the development of a communication plan for internal stakeholders and teams
• Developing sales presentations and internal slides for account managers and other colleagues
• Preparing presentations and visual support for team meetings, project updates, or leadership consultations

Meeting Structure & Documentation (25%)

• Agenda management and reporting for MO Leadership Weekly and other regular team meetings
• Management of the ecom & marketing Core Team meeting: agenda management, minute-taking, follow-up, and coordination of next steps
• Coordination of the monthly E-commerce & Marketing Team Meeting: preparing the agenda in consultation, collecting input, following up on actions
• Support in documenting and structuring core administrative processes within Marketing Operations

Project and Task Management (20%)

• Following up and transferring requests from ServiceNow and mailboxes to Wrike
• Moving and following up on deadlines in Wrike

Purchasing and Budget Monitoring (10%)

• Entering and following up on purchase orders (via Medius)
• Managing goods receipts at the request of accounting
• Monthly processing of Visa card expenses: finding invoices, comparing, correctly allocating, and uploading
• Updating the budget file to support financial monitoring

Operational Management of External Parties (5%)

• Print management and logistics
• Operational coordination of selected partners (following up on projects, etc.)
• Following up on print requests via the print.request mailbox
• Requesting quotes, placing, and following up on orders
• Distribution of printed matter upon delivery and administrative processing

Purchase Management & Stock Lists (5%)

• Managing purchase requests: monitoring prices, checking backorders, handling LT requests
• Keeping catalog lists up-to-date (in consultation with the warehouse)

Temporary Back-ups (5%)

• Providing back-up for planner (resource planning)
• Back-up for mailbox translations & XTM-tool management

Profile

• You gain energy from administrative support and bringing structure to complex work environments
• You are digitally skilled and can quickly work with tools like Wrike, ServiceNow, Medius, Excel, XTM...
• You are accurate, organized, and good at setting priorities
• You have a proactive mindset and can work independently, but also collaborate well
• You are flexible and learn quickly
• You play an active role in our communication with internal stakeholders: you help develop the communication strategy plan, prepare sales presentations for our account managers, create slides for internal meetings, and translate our successes into clear, visually strong messages that reinforce the team story

Pluses

• Experience with budget management or purchasing procedures
• Knowledge of workflows or systems within larger international organizations
• Interest in process optimization and automation
• Experience and interest in communication in the broadest sense of the word

We offer

• An attractive salary package including meal vouchers and insurance.
• Flexible working hours and attention to a good work-life balance.
• 20 paid vacation days, plus 12 additional compensatory days.
• An easily accessible, traffic-free work environment.
• A warm, open working atmosphere where people are central.
• An infectious 'We Are One' mentality.
• Attention to your physical and mental health.
• Lunch breaks and sports facilities in TVH Park, TVH's green zone.
• Healthy warm meals and free fruit.
• Access to LinkedIn Learning and other training.
• Fun after-work events and other cozy events (e.g., TVH Kaffee).