Marketing Coordinator

MARKETING COORDINATOR

Location: Dubai, UAE

Type of contract: Full-time

Reports to: Brand Marketing Director

ABOUT THE ROLE

We are looking for a highly organized, proactive, and detail-oriented Marketing Coordinator to support the day-to-day administrative and operational needs of the Global Marketing team. This role will play a key part in supporting team members across a wide range of coordination, administrative, and assistant-related tasks, helping ensure the smooth execution of marketing initiatives and business priorities. In addition, the role will oversee operational coordination across purchase orders, boutique permits, vendor management, office administration, and related services, acting as a key point of contact between internal teams, suppliers, contractors, and external partners.

KEY RESPONSABILITIES

Marketing Team Support

- Provide day-to-day administrative and operational support to CMO & Marketing team with ad hoc operational requests to ensure smooth execution of projects and business priorities.

- Coordinate logistics for marketing activities including supplier management, sample shipments, boutique support, courier arrangements, and material deliveries.

- Support the organization of internal meetings by coordinating schedules, meeting rooms, catering, and operational setup.

- Assist with sourcing competitor products and materials for benchmarking, market research, and brand analysis purposes.

Administrative & Office Support

- Providing front desk support, including welcoming visitors and ensuring smooth daily operations.

- Monitor and resolve office malfunctions and coordinate maintenance and repair activities with service providers and contractors.

- Handle incoming and outgoing deliveries, supplier sample collections, courier services, customs payments, and document distribution.

- Manage relationships with vendors and service providers including Xerox maintenance and office operational services.

- Maintain and monitor office petty cash, ensuring accurate expense tracking and supporting documentation.

Purchase Order & Finance Coordination

- Manage daily Purchase Order processing across all regions for operational and CAPEX expenses.

- Ensure accuracy and compliance in PO creation by validating entities, currencies, budget codes, and supporting documentation.

- Monitor invoice approvals and coordinate with suppliers to resolve discrepancies related to entities, currencies, or invoicing issues.

- Maintain organized digital and physical filing systems to ensure documentation is accurate, compliant, and easily accessible.

- Act as a key point of contact for suppliers and contractors, following up on invoice submissions, delivery status, and operational matters.

- Liaise closely with the accounting team to submit invoices for payment, monitor invoice status, and review supplier Statements of Account.

- Support Finance and Accounting teams during fiscal year-end close by tracking open POs, identifying missing invoices, and reviewing POs eligible for cancellation.

Permits & Boutique Operations

- Manage contractor entry permits and operational approvals for boutique projects across all new point of sales.

- Process permits related to visual installations, boutique modifications, gondola and backwall setups, stock counts, and site surveys.

- Coordinate with mall management to secure timely permit approvals and support boutique events, activations, and urgent maintenance requests.

- Manage renewals of contracts and service agreements related to boutique operations, including maintenance, pest control, and cleaning services.

- Arrange police permits and night work authorizations when required for boutique operations and installations.

PROFILE & COMPETENCIES

- Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

- Strong administrative and operational coordination skills with a proactive and solution-oriented mindset.

- Excellent communication & interpersonal skills with the ability to work across teams & external partners.

- Comfortable coordinating with suppliers, contractors, landlords, service providers, and finance teams.

- Strong follow-up and problem-solving abilities with a high sense of ownership and accountability.

- Proficient in Microsoft Office & comfortable working with PO systems, invoices, and administrative tools.

- Ability to maintain confidentiality and handle sensitive information with professionalism.

- Fluent in English.