Marketing Operations Administrator

Brief Description

Job Description: Marketing Operations Administrator

Company: Malco Group

Department: Marketing Services

Reports To: Marketing Communications Manager

Location: Annandale, MN

Position Overview

The Malco Group is seeking a Marketing Operations Administrator to support the marketing services team in Annandale, MN. 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
  
  

Education/Experience

• 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 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