Summary

The Marketing Coordinator provides comprehensive administrative, coordination, communication and

operational support to the Marketing Department. The position is responsible for coordinating

marketing activities across the supermarket’s branch network, including promotions, events, supplier

and brand activations, sponsorships, donations, contracts, partnerships, advertising activities and related

communications.

The Marketing Coordinator serves as a key liaison between the Marketing Department, branches,

suppliers, Brand Managers, clients, customers, Customer Service Representatives, Operations,

Security, Store Managers and other internal and external stakeholders.

Major Duties, Responsibilities, and Key Accountabilities:

1. Donation Requests & Administration:

1.1. Manage the administrative process for donation requests received by the Marketing

Department or through the Customer Service Representative Department.

1.2. Review upcoming donation requests prior to the requested donation date.

1.3. Research previous donations and prepare relevant background information.

1.4. Submit standard donation requests to Marketing for review and approval.

1.5. Ensure no donation is processed or distributed without all required approvals.

1.6. Ensure Management final approval of for donations Over $1,000.

1.7. Ensure all WhatsApp approval confirmations are recorded, screenshotted, and retained where

applicable.

1.8. Ensure all completed documentation is submitted through the required approval process.

1.9. Coordinate distribution of approved donations according to Location branches

1.10.Maintain accurate records of branch distribution and voucher allocation.

1.11.Coordinate with the Customer Service Representative Department for handovers including

preparation of hampers, distribution of vouchers, provision of approved products, and physical

distribution.

2. Contract Administration:

2.1. Coordinate the administration of contracts relating to promotions, activations, sponsorships,

advertising opportunities, store-space rentals and third-party events.

2.2. Prepare and receive contracts or activity requests from companies, suppliers, clients and

external organizations via email, telephone or physical correspondence.

2.3. Conduct initial reviews of requests with Marketing management personnel.

2.4. Determine the applicable costs associated with store-space rental, advertising, promotional

space and activities, location rentals, and event sponsorships.

2.5. Coordinate site visits with prospective clients or partners and arrange participation from

relevant internal stakeholders, including Operations, Security, Store Managers, and Customer

Service Representatives.

2.6. Ensure activities are in compliance with company guidelines, operational requirements, health

and safety standards and security protocols.

2.7. Maintain properly executed contracts for future reference and audit purposes

3. Email & Departmental Communication Management:

3.1. Provide professional and timely communication support for the Marketing Department.

3.2. Monitor the Marketing Department's shared email inbox and maintain important email

correspondence.

3.3. Review, categorize and action incoming correspondence.

3.4. Respond to requests from suppliers and vendors, clients and companies, Branches and Store

Managers, Internal departments, Customers, and event partners and sponsors.

3.5. Forward matters outside Marketing's responsibility to the appropriate person or department.

3.6. Track outstanding requests, approvals, documentation and responses and follow up to ensure

requests are progressed and closed within reasonable timelines.

3.7. Coordinate communication relating to promotions, campaigns, events and activations, and

donations.

3.8. Maintain a consistently professional standard of written communication on behalf of the

Marketing Department.

4. Meetings, Partnerships & Business Development:

4.1. Coordinate and participate in meetings with companies, suppliers, brand Managers, business

partners, event organizers, and external organizations.

4.2. Discuss potential partnerships and collaborative opportunities with the company.

4.3. Identify opportunities involving sponsorships, advertising, brand activations, events,

promotions, product launches, and other commercial initiatives.

4.4. Establish project requirements, responsibilities and timelines.

4.5. Coordinate agreed projects from initial discussion through execution.

4.6. Maintain appropriate records of partnership discussions and commitments.

4.7. Maintain and update the Marketing Calendar.

4.8. Present upcoming initiatives and events to relevant stakeholders.

4.9. Ensure stakeholders understand their responsibilities and deadlines.

5. Promotions, Product Launches & In-Store Activations:

5.1. Coordinate promotional activities across the supermarket's branch network.

5.2. Facilitate sales pushes, product sampling, mini-events, product demonstrations, brand

activations, and promotional displays.

5.3. Identify opportunities to increase product visibility, customer engagement, sales and brand

value.

5.4. Review proposed promotional activities and assess available promotional space for activities.

5.5. Communicate confirmed arrangements to suppliers and internal stakeholders.

5.6. Ensure branches receive sufficient notice of upcoming activities and requirements and

coordinate with relevant departments where multiple activities are taking place.

6. Invoice, Budget & Expense Administration:

6.1. Provide administrative support for Marketing financial activities.

6.2. Receive and process Marketing-related invoices and verify invoices against approved

activities, contracts, purchase arrangements or supporting documentation.

6.3. Coordinate invoice approvals with the relevant stakeholders.

6.4. Maintain organized records of Marketing expenses and assist with monitoring expenditure

against approved budgets.

6.5. Track outstanding invoices and payments.

6.6. Escalate discrepancies, unauthorized expenditure or missing documentation to the appropriate

manager.

7. Social Media, Advertising & Marketing Campaign Support

7.1. Assist with the coordination of social media content and promotional communications.

7.2. Coordinate advertising requests with relevant internal and external stakeholders.

7.3. Assist in developing promotional materials and Marketing deliverables.

7.4. Coordinate production of Social media content, digital promotional materials, print

advertisements, promotional signage, event materials, and other marketing collateral.

7.5. Liaise with external vendors such as printers, designers, media providers and promotional

suppliers.

7.6. Ensure materials are distributed to the appropriate branches or communication channels.

7.7. Maintain an inventory and directory of Marketing materials where applicable.

8. Marketing Research & Campaign Monitoring

8.1. Conduct research on competitor activities, Market trends, customer behaviour, promotional

opportunities and industry developments.

8.2. Gather information to support Marketing planning and decision-making.

8.3. Assist in monitoring Marketing campaign performance and track relevant campaign and

promotional metrics.

8.4. Compile information for management review, Identify trends, opportunities and areas for

improvement.

8.5. Support the Marketing Manager/Director in evaluating Marketing strategies and initiatives.

9. Event & Project Coordination:

9.1. Assist with planning and coordinating Marketing events, trade shows, conferences, meetings

and supermarket activities.

9.2. Develop event timelines and activity schedules.

9.3. Coordinate internal and external stakeholders.

9.4. Assist with on-site coordination where required.

9.5. Ensure agreed responsibilities are completed.

9.6. Assist with post-event evaluation and reporting.

10. Record Keeping & Document Control

10.1.Records may include donation request, previous donation history, marketing

recommendations, approval documentation, whatsApp approval confirmations, branch

distribution records, voucher records, receiving and distribution logs, contracts, signed

agreements, promotional schedules, event records, Marketing calendars, supplier/client

correspondence, advertising requests, campaign documentation, and marketing materials.

10.2.Ensure confidential and sensitive business information are handled appropriately and records

are maintained in accordance with company requirements.

11. Stakeholder Coordination

11.1. Build effective working relationships with internal and external stakeholders.

11.2. Maintain professional relationships and facilitate timely communication between

stakeholders.

12. General Marketing Administration

12.1. Provide administrative support to the Marketing Manager/Director.

12.2. Assist in implementing the Marketing strategy and annual Marketing plan.

12.3. Assist with procurement and coordination of Marketing materials.

12.4. Coordinate outsourced Marketing services and vendor deliverables.

13. Health & Safety Responsibilities:

13.1. Follow all Health and Safety policies and safe work procedures to ensure personal and team

well-being.

13.2. Report defects in equipment, injuries or illness, unsafe conditions and other incidents to

Management and the Health, Safety and Environment Committee immediately.

13.3. Actively participate in all company Health & Safety programs and initiatives including

mandatory orientations and ongoing training.

13.4. Review and comply with relevant Risk Assessment for Customer Service Representative and

Marketing areas.

13.5. All employees are to take personal responsibility for health and safety in their areas of

operation.

13.6. Always wear appropriate PPE (Personal Protective Equipment) as required.

Minimum Qualifications:

1. Education:

1.1. Associate’s Degree, Diploma, or Bachelor’s Degree in Marketing, Business Administration,

Communications, or a related field.

1.2. High school education or equivalent (e.g., CXC passes), tertiary-level studies in Business,

Marketing, or Customer Service.

1.3. Basic math and literacy skills.

2. Experience

2.1. Minimum 1 to 2 years of experience in marketing, retail marketing, merchandising, customer

service, or a related environment.

2.2. Entry-level candidates with relevant internships, volunteer experience, academic projects, or

demonstrated marketing skills.

2.3. Previous supermarket, retail, Fast-Moving Consumer Goods (FMCG), merchandising, or

consumer-facing experience.

3. Physical Requirements:

3.1. Ability to work a shift system including weekends, public holidays, and as required.

3.2. A valid driver’s license and reliable transportation may be required where the position involves

visiting multiple supermarket locations, conducting store audits, delivering marketing

materials, or supporting promotional events at different locations.

4. Skills & Competencies:

4.1. Excellent written and verbal communication skills, with the ability to communicate effectively

with management, colleagues, vendors, suppliers, and customers.

4.2. Ability to develop engaging promotional ideas and contribute to visually appealing marketing

materials and social media content.

4.3. Strong organizational and time-management skills, with the ability to manage multiple

campaigns, projects, and deadlines simultaneously.

4.4. Ability to collect, interpret, organize, and present marketing, customer, sales, and competitor

information in a clear and useful manner.

4.5. Ability to coordinate multiple marketing activities from planning through execution while

maintaining deadlines and attention to detail.

4.6. Working knowledge of social media platforms, digital marketing tools, and basic graphic

design applications such as Canva.

4.7. Proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint.

Knowledge of spreadsheets, reporting tools, and digital marketing platforms is an advantage.

4.8. Strong understanding of customer service principles and the ability to create marketing

activities that respond to customer needs and shopping behaviour.

4.9. Ability to work collaboratively with marketing, operations, merchandising, purchasing, store

management, vendors, and other departments.

4.10. Ability to work effectively in a fast-paced retail environment where priorities and promotional

requirements may change quickly.

Each employee has a commitment and responsibility to maintain a high standard of performance

and avoid negligence in the performance of their duties. The employee shall carry out and

complete such duties, in relation to the Company and its business as the Company directs and

shall perform all other acts and things as in the ordinary course of business may be considered

necessary or proper in the interest of the Company.

I have read and fully understand the duties, responsibilities, and expectations outlined in this Job

Description. I acknowledge that I have had the opportunity to ask questions and seek clarification

on any aspects of the role. I agree to perform the duties to the best of my ability and to comply

with all company policies, procedures, and performance standards.

This job description may be amended from time to time based on the operational needs of the business,

with appropriate notice.