Marketing Invoicing & Operations Specialist

Overview

Position Overview

Our retail client is seeking a detail-oriented Marketing Invoicing & Operations Specialist to support marketing finance and operations. This role will be responsible for invoice processing, billing, POS fulfillment, and assisting with marketing budget management. The ideal candidate will work closely with marketing vendors, finance teams, and FG dealers to ensure seamless execution of marketing operations.

Key Responsibilities

Invoice Processing & Financial Support

• Process up to 200 national and retail marketing invoices monthly, coordinating with vendors, marketing teams, finance, and accounts payable to ensure accurate payment and market allocation.
• Utilize multiple financial systems to manage media and HQ expenses efficiently.
• Support the month-end and quarter-end close process for retail marketing, ensuring accurate reporting of paid expenses, new accruals, and reversed accruals for 40+ DMAs and HQ.
• Assist with budget forecasting and management by inputting expected expenses into a marketing finance tool.
• Work with the internal tax department to estimate use tax on eligible goods.

Point-of-Sale (POS) Fulfillment & Inventory Management

• Oversee the ordering of marketing POS materials, signage, and swatches for store remodels, new openings, and acquisitions.
• Collaborate with fulfillment partners to process invoices, including transportation costs.
• Work with the Channel Marketing team to manage core POS/Fixture inventory, ensuring timely reorders.
• Support by managing inventory and invoicing.

Dealer Program & Marketing Operations

• Manage dealer program invoicing, including swatch program updates and distribution of revised guidelines.
• Handle E1 billings for various dealer programs, such as Tier II, ScreenTest, Learning Management System, CRM, Dealer Email, and Branded Space Program on a monthly, quarterly, or annual basis.
• Assist with marketing promotional set-ups, including finance code setup, promo specs, and digital asset trafficking.

Scope & Impact

• Processes: Handles 200+ invoices monthly for national and retail media expenses.
• Budget Responsibility: Supports budget management and forecasting for $50M+ in retail marketing spend across 40+ DMAs.
• Collaboration: Works with 5-10 agency partners, independent FG dealers, and internal teams to optimize marketing operations and finance functions.

Minimum Qualifications

• Bachelor’s degree in Business, Marketing, Finance, or related field.
• 2 years of relevant experience in finance, marketing operations, or invoicing.
• Strong organizational skills, ability to manage multiple projects, and adaptability in a fast-paced environment.
• Proficiency in Microsoft Excel, PowerPoint, and Office Suite.
• Ability to work effectively in cross-functional teams.
• Up to 5% travel required.

Preferred Qualifications

• Experience in marketing finance or operations is a plus.

Work Environment & Physical Demands

• Office-based role with standard working conditions.
• Requires repetitive hand motion (typing), listening, and talking.
• Occasionally required to stand, walk, bend, or lift up to 50 pounds.

Core Attributes for Success

 Communicate Transparently – Foster open communication and collaboration.
 Lead the Team – Work effectively across departments and with vendors.
 Impact and Influence – Ensure accuracy in financial processes.
 Deliver Results – Maintain efficiency in invoicing and marketing operations.
 Coach and Develop – Continuously seek process improvements.

The target hiring compensation range for this role is $21.00 to $25.64 an hour. Compensation is based on several factors including, but not limited to education, relevant work experience, relevant certifications, and location.