Responsibilities:
Marketing Administration
Assist the Marketing and Product Development department with daily requirements including but not limited to making telephone calls, sending, and replying to emails.
Escalate all telephone calls and emails to the relevant person or department as necessary.
Assist with requests including but not limited to briefing templates, feedback forms for China, sending parcels, general office admin, and ad hoc requests.
Respond to all customer complaints and escalate concerns as required.
Ensure that the full reporting procedure for product complaints is adhered to.
Perform required administrative duties including but not limited to filing, invoice payment preparation, minute taking, and preparing presentation material for meetings.
Assist with the identification, sourcing, and procurement of Branded and promotional items locally, obtain approval for quotations received, and place orders with approved suppliers.
Maintain a neat, accurate, and up-to-date file per customer including but not limited to product briefings, approvals, and signed off artwork.
Maintain the website with accurate, approved content.
Provide input to the Yearly calendar for CSI and Campaigns.
Provide end-to-end support for in-house projects that the line manager requires assistance with including but not limited to developing designs on Canva for special in-house occasions and events.
Ensure that all matters arising in the absence of the line manager are addressed or escalated as necessary.
Assist with and schedule social media and online content as per manager instructions.
Prepare and arrange content shoots when required as per approved annual calendar.
Provide input on projects, processes, and marketing ideas for new products or any other innovation identified.
Attend meetings as requested by line manager.
Product Development Administration
Maintain updated customer files including Product Files and Quality Control documents and ensure that these are submitted to Quality Control prior to the delivery of the final product.
Assist with the preparation of seasonal trend and innovation presentations and ensure they are updated as requested.
Ensure that the Product Sample Room is maintained according to standards and that the visual display is aesthetically pleasing.
Maintain all samples according to the required standards and ensure stock management is adhered to.
Ensure brand guidelines are adhered to in all documents, presentations, and communications.
Conduct research and present findings as required.
Maintain database of all PP (Pre-Production) samples and internal product code updates.
Provide detail of briefs for New Product development in terms of colour and packaging as required.
Provide additional assistance to customers by editing and timeously forwarding required accurate product information.
Prepare product feedback forms and the required samples for line manager approval prior to sending out for testing.
Test product samples and provide feedback as per feedback form.
Assist Line manager with loading product onto the system and updating barcodes as required.
General Office Administration
Assist with general office admin and ad hoc requests.
Update department files with product sign-offs, artworks, and other related filing.
Schedule meetings for the department as required.
Maintain grocery orders and keep the order book up to date.
Co-ordinate the ordering, collection, and distribution of the monthly staff allocations.
Perform general reception duties and welcome visitors to the building as required.
Draft minutes of meetings as required.
Requirements
Grade 12 or equivalent qualification required.
Certificates in Marketing, Design, Packaging, Cosmetics, Office Administration will be an advantage.
One year admin assistant experience within a marketing or product development environment is required.
Previous working experience within the cosmetics or beauty industry is a requirement.
Experience with updating websites is an advantage.
Computer and system proficiency in MS Office, Paid Media, Google Analytics, and design software is required.
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