Operations and Marketing Administrator (Baltimore)

The Operations and Marketing Administrator is a critical enabler of smooth business operations, employee satisfaction and marketing efforts at WebbMason Analytics (WMA). Key to the role is creating and maintaining a pleasant work environment, ensuring high levels of organizational effectiveness, communication and strong attention to detail. This position requires an energetic and flexible professional who doesn’t mind wearing multiple hats, is able to work independently, enjoys the administrative challenges of supporting an office of diverse people, and is interested in expanding their marketing experience and skill sets.

Operations Administrator Responsibilities:

Office Management
  • Supply ordering
  • Office maintenance
  • Lunch ordering
  • Internal tools and asset administration
  • Adhoc technology monitoring and troubleshooting 
    • Monitoring and resolution through Sophos
    • Other business services as needed (Zoom, LastPass, etc.)
  • Coordination and management of external vendors
    • Organizing and storing all invoices and contracts with external vendors
    • Partnering with Corporate Legal Team on Contract compliance
  • Office management budget planning and oversight

Executive Administration Support
  • Travel booking for customers and employees
  • Ad-hoc research and support, as needed

Finance Management
  • Coordination with WebbMason (WM) Corporate Finance
    • Accounts Payable
    • Accounts Receivable
      • AWS Reimbursements
      • Accounts 
    • General Ledger (GL) clarifications and corrections 
    • Budget oversight including GL review and reconciliation
  • Expense report support for Leadership Team
  • Ensuring out of pocket expense reports are accurate and executed with WM
    • Continuous updating in Harvest of all client reimbursable expenses
    • Financial tracking and reporting including: 
    • Annual budget planning orchestration
    • Annual budget planning for personnel raise and bonus pools
    • Assist with Compensation analysis and assessment

Human Resources
  • Ensuring overall employee satisfaction
    • Embodying and teaching WMA 4 Key Principles 
    • Life Satisfaction - Incorporation and communication of healthy habits, encouraging workplace culture
  • Coordination with WebbMason Corporate Human Resources, as necessary
  • Legal coordination of H1Bs, Green Cards with immigration attorney 
  • Employee on-boarding/out-boarding coordination
  • Time sheet and vacation compliance monitoring
    • Calendar monitoring
  • Ongoing refinement/ facilitation of the Employee Career Development Plan process and template
  • Continuous communication to all staff on company wide changes, updates

Marketing Support
  • Coordination of Marketing Events (Conference, Meeting, Networking Event)
    • Researching and booking of venue/ caterer, if necessary
    • Gather and maintain an accurate attendee list
    • Partner with Leadership on event theme, date 
    • Oversee, design and execute all invitations, marketing signage, client gifts, promo ordering
    • Ensure satisfactory attendance 
    • Support follow up activities and outreach
  • Partner with various external marketing vendors on marketing strategy, content creation, and graphic design
  • Monitor Social Media (Linkedin) and Website for accuracy and relevance  to the market
  • Ensuring relevant blogs are posted daily
  • Continuously monitor marketing budget
  • Support coordination with partnering, including Amazon Web Services
    • Reimbursable time, content and event expenses

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