Automotive Distributors Ltd     JOB DESCRIPTION     Job Title:                                                            Office Administrator (Temporary Contract )   Department:                                                     Marketing   Reporting to:                                                    Senior Marketing Coordinator     Main purpose of job:   To support key tasks linked to the Marketing department’s activities.     Key responsibilities:   1.                    Customer database control.  To maintain and update the Marketing Department databases and to extract and circulate information from these databases as required.   2.                    Basic administrative functions such as: Purchase Orders; obtaining Delivery Numbers; filling out and distributing job bags and sign off sheets; filing; distribution of post; booking services required by members of staff (e.g. hotels, flights etc.); control of stationery required by the department (whether ordered directly from the supplier or via the Finance Administrative Assistant); the ad hoc mailing of marketing material or ‘prizes’ in conjunction with promotions or competitions; maintaining the presentability of the display cabinet in the reception area; ensuring the welcome board in the reception area is turned on and off and is updated when requested; distribution of the Company newsletter; and all other reasonable administrative duties as may be required from time to time.   3.                    To monitor and control stocks of Marketing Material and to place replenishment orders for these materials as required.  To keep the file showing available Blue Print Merchandise items up to date when items are added or discontinued.  To be the first point of contact for Marketing Material requests from the Sales Department but not to action these requests before first clearing them with the Corporate Marketing Department.  This also requires direct liaison with the Sales Support Unit to ensure requests are put on the system.  To keep the ‘Marketing Material Given’ file up to date.   4.                    To manage Company mail outs, whether done internally or through a printing house.  This includes collation of mailing lists where appropriate.   5.                    Corporate and public relations events.  As part of a team, to plan and co-ordinate events delegated.  This involves direct contact with suppliers.   This job will also include all other reasonable administrative duties as may be required from time to time.     Responsible for the following staff:   None     Limits of authority:   Financial:   Not to commit to any unplanned or unauthorised expenditure     Key job performance measurement criteria and frequency:   Any backlog of customer details which required entry into a database to be kept to a level deemed reasonable by the Senior Marketing Coordinator .  To be reviewed weekly   The availability of Marketing Material and stationery when needed (budgets allowing).  To be constantly reviewed