MIS/ERP - Marketing

B

The role is responsible for managing Marketing MIS, ERP/CRM operations, marketing-related financial documentation, vendor coordination, invoice processing, payment tracking, work orders, purchase orders, and marketing expenditure records. The position will act as a key coordination point between the Marketing, Accounts & Finance, Procurement, and external vendors/agencies to ensure timely processing and closure of marketing-related commercial activities.

Key Responsibilities

1. MIS & ERP Management

• Prepare and maintain daily, weekly, and monthly MIS reports related to marketing activities and expenditures.
• Maintain accurate project-wise, campaign-wise, vendor-wise, and cost-wise data in ERP/CRM systems.
• Update ERP systems with relevant purchase orders, work orders, invoices, vendor details, and payment status.
• Generate periodic reports and dashboards for management review.
• Track approved budgets versus actual marketing expenditure.
• Ensure timely and accurate data entry and updation in ERP/MIS systems.
• Identify data discrepancies and coordinate with concerned teams for resolution.
• Maintain trackers for pending approvals, invoices, payments, work orders, and purchase orders.

2. Invoice Processing & Verification

• Collect marketing-related invoices from vendors, agencies, suppliers, and service providers.
• Verify invoices against approved work orders, purchase orders, quotations, agreements, and deliverables.
• Check invoice details, tax information, billing amounts, and supporting documents before submission for processing.
• Coordinate with Marketing and Finance/Accounts teams for invoice verification and approval.
• Submit approved invoices to Accounts/Finance for further processing.
• Maintain an updated invoice tracker with invoice number, vendor name, amount, submission date, approval status, and payment status.
• Follow up on pending or rejected invoices and coordinate for necessary corrections.
• Ensure timely closure of invoice-related queries and discrepancies.

3. Payment Follow-up & Status Updates

• Regularly follow up with Accounts/Finance teams regarding pending vendor payments.
• Maintain and update payment status trackers for all marketing vendors and agencies.
• Share periodic payment status updates with Marketing leadership and relevant stakeholders.
• Coordinate with vendors regarding payment-related queries and communicate expected payment timelines.
• Track overdue and pending payments and escalate delays where required.
• Maintain records of payment confirmations and update the ERP/MIS accordingly.
• Coordinate with Accounts for payment reconciliation and closure of outstanding items.

4. Vendor Onboarding & Management

• Coordinate the onboarding of new marketing vendors, agencies, suppliers, and service providers.
• Collect and verify vendor onboarding documents such as company details, PAN, GST, bank details, cancelled cheque, agreements, and other required documents.
• Coordinate with Procurement, Finance, Legal, and other internal teams for vendor registration and approval.
• Maintain an updated vendor master database.
• Ensure vendor information is accurately updated in the ERP system.
• Coordinate with vendors for renewal and updation of expired or incomplete documentation.
• Maintain vendor-wise records of work orders, invoices, payments, agreements, and supporting documents.

5. Work Orders & Purchase Orders

• Coordinate with Marketing teams to prepare and process work orders based on approved requirements.
• Collect quotations and commercial proposals from vendors wherever required.
• Coordinate with Procurement and Finance teams for work order and purchase order processing.
• Ensure work orders/POs are raised with appropriate approvals before commencement of vendor activities.
• Track the status of work orders and purchase orders from initiation to closure.
• Maintain a work order and PO tracker with details of vendor, scope of work, value, validity, approval status, and closure status.
• Ensure invoices are processed against the appropriate work orders/POs.
• Coordinate for amendments or extensions to work orders wherever required.

6. Marketing Budget & Expense Tracking

• Maintain project-wise and campaign-wise marketing budget trackers.
• Monitor approved budgets, committed costs, actual expenditure, and available balances.
• Track marketing expenses against approved work orders and purchase orders.
• Prepare budget versus actual expenditure reports.
• Highlight budget variances and pending commitments to the Marketing team.
• Coordinate with Finance for monthly expenditure closing and reconciliation.
• Support the Marketing team in preparing annual and quarterly marketing budgets.

7. Documentation & Record Management

• Maintain proper documentation of all marketing-related commercial and financial transactions.
• Maintain records of quotations, comparative statements, approvals, work orders, purchase orders, invoices, payment confirmations, agreements, and vendor documents.
• Ensure documents are systematically filed and easily retrievable for audits and management reviews.
• Maintain project-wise and vendor-wise documentation.
• Ensure all required approvals and supporting documents are available before processing invoices and payments.
• Support internal and external audit requirements by providing relevant records and reports.

8. Marketing Agency & Vendor Coordination

• Coordinate with advertising agencies, digital marketing agencies, media partners, event agencies, printers, outdoor advertising vendors, and other marketing service providers.
• Track vendor deliverables against agreed scope of work and commercial terms.
• Coordinate with vendors for submission of invoices and supporting documents.
• Follow up on pending documentation, invoices, and payment-related queries.
• Maintain vendor performance and commercial records wherever required.

9. Marketing Campaign & Spend Tracking

• Maintain records of all ongoing and completed marketing campaigns and activities.
• Track campaign-wise planned and actual expenditure.
• Coordinate with Marketing and Digital teams to capture campaign performance data.
• Maintain records of media spends, event expenses, branding expenses, digital marketing spends, and other marketing costs.
• Prepare campaign-wise and project-wise expenditure reports for management review.

10. Cross-Functional Coordination

• Act as a coordination point between Marketing, Accounts & Finance, Procurement, Legal, and vendors.
• Coordinate with internal stakeholders to ensure timely approvals and processing of commercial transactions.
• Follow up with relevant teams to close pending invoices, payments, work orders, and documentation.
• Provide regular status updates to the Marketing Head and management.
• Support the Marketing team in maintaining operational and financial discipline.