Marketing Coordinator

The Coordinator, Marketing provides operational and administrative support to Cleveland Clinic Abu Dhabi's Marketing & Communications function. The role manages marketing budget tracking, supports marketing procurement from purchase request to vendor payment, produces marketing reporting and analytics, manages the marketing approvals process and provides administrative coordination for the team, so that marketing activity is delivered on budget, on time and in line with CCAD policies and applicable UAE requirements.

ROLE INTERACTS DIRECTLY WITH
Internal – Sr. Director, Brand and Growth; Marketing & Communications team; Finance; Procurement / Supply Chain; Legal & Compliance; Institutes / Service Lines

TYPE OF INTERACTION
Budget tracking and reporting, purchase requests and invoices, approvals routing, performance reporting, team coordination

External – agencies, vendors and suppliers

TYPE OF INTERACTION
Quotations, vendor onboarding, purchase orders, invoices and delivery follow-up

KEY DECISIONS THE ROLE MAKES AND THE EXTENT OF THE IMPACT OF THE DECISION
Determines how marketing budget commitments, purchase orders, accruals and invoices are recorded, tracked and reconciled, and flags variances, overspend risks and missing commitments to the Sr. Director, Brand and Growth. These decisions directly affect the accuracy of marketing financial reporting and the timeliness of vendor payments.
Confirms that marketing purchase requests, contracts and materials are complete and routed through the correct procurement, finance and approval workflows – including CCAD delegation of authority and, where applicable, regulatory advertising approvals – before submission. Errors at this level cause delays, non-compliance and audit findings.
Prioritises, compiles and validates marketing performance and spend data for reporting to leadership. The quality of this reporting informs marketing investment and resourcing decisions.

PRIMARY JOB DUTIES AND RESPONSIBILITIES
Maintains the Marketing & Communications budget tracker, recording commitments, purchase orders, accruals and actual spend against approved budget lines.
Prepares monthly budget-versus-actual and forecast reports, highlights variances, and supports the Sr. Director, Brand and Growth with annual budget planning, Finance reviews and month-end close.
Supports marketing procurement end to end – raising purchase requisitions, preparing RFQ and tender documentation and scopes with team members, and coordinating with Procurement through vendor selection and purchase order issue.
Coordinates vendor onboarding and contract and purchase order renewals, and maintains a register of marketing vendors, contracts, purchase orders and expiry dates.
Tracks goods and service receipts and vendor invoices through to payment, resolving discrepancies with vendors, Procurement and Finance.
Compiles monthly and quarterly marketing performance reports and dashboards (campaigns, digital, social media, website, media and events), consolidating data from team members, agencies and platforms.
Analyses performance and spend data to provide insight on budget utilisation, cost per result and return on marketing investment.
Maintains KPI trackers for the Marketing & Communications team and prepares presentation material for leadership reviews.
Manages the marketing approvals workflow – routing materials, campaigns and spend through the required internal reviews (brand, clinical, legal/compliance and leadership) and, where applicable, regulatory advertising approvals – and tracks each item through to sign-off.
Maintains an approvals log and audit trail, ensuring marketing activity and spend comply with CCAD policies and delegation of authority.
Coordinates Marketing & Communications team meetings, agendas, action logs and follow-up.
Manages marketing documentation and records (contracts, approvals, briefs and reports) in line with CCAD recordkeeping requirements.
Provides administrative support to the Sr. Director, Brand and Growth and the wider team, including onboarding support for new team members, contractors and agencies.
Performs other duties as assigned.

ROLE LEVEL ACCOUNTABILITIES
Present effectively
Align with compliance framework
Coordinate effectively with team members and internal & external partners
Review and monitor service level agreements with internal & external partners
Contribute to the management of the Marketing budget to achieve goals
Contribute to knowledge and workplace information systems
Establish recordkeeping framework
Produce a range of complex reports and business documents
Contribute to organization and national development of Healthcare
Establish and maintain strategic local and international networks
Implement and use IT systems, software and telecommunication devices effectively
Use business equipment effectively
Maintain own technical currency
Use negotiation and conflict-management skills to effectively resolve issues
Apply reflective practice, thinking and analysis
Adheres to CCAD's standards as they appear in the Code of Conduct and Conflict of Interest policies
In view of the evolving needs and opportunities within CCAD, this position may be required to perform other duties as assigned and reporting relationships may vary.

KEY OUTPUT / RESULTS FROM THE ROLE (KPI’S)

Marketing budget management
MEASURE: Budget tracker reconciled with Finance; budget-versus-actual and forecast report submitted on time; variances flagged before commitment TARGETMonthly report by [working day to be agreed]
[Accuracy target to be agreed with Finance]

Procurement and approvals turnaround
MEASURE: Cycle time for purchase requisitions, purchase orders and invoices; approval items tracked to sign-off; vendor invoices paid on time TARGET [Turnaround targets to be agreed with Procurement and Finance]

Reporting and stakeholder management
MEASURE: Monthly marketing performance report delivered on schedule; internal stakeholder satisfaction TARGET Monthly report on schedule; 85% stakeholder satisfaction

QUALIFICATION & EXPERIENCE REQUIREMENTS
Education
Bachelor's degree in Business Administration, Marketing, Finance or a related field.
Formal training in budgeting, procurement or data analysis is desirable.

Experience
Minimum of 3 years of experience working as part of a marketing or marketing & communications team.
Minimum of 1 year of work experience in the UAE.
Demonstrated experience tracking budgets, purchase requests, purchase orders and invoices, and working with procurement and finance teams.
Experience preparing marketing performance reports and managing approval workflows; experience in healthcare or another regulated sector is highly desirable.