Marketing & Contracts Executive

Key
Responsibilities
1.  Contracts Administration

Supporting the Team Lead across the commercial and
contractual lifecycle of projects:

–    
Assist in
the preparation of fee proposals, quotations, and manhours estimations using
established firm templates

–    
Review,
vet, and manage consultancy agreements, subconsultant contracts, and
client-issued contracts — flagging discrepancies and coordinating amendments
with the client

–    
Coordinate
RFP and tender submissions: compile company registration documents,
professional certificates, CVs, portfolios, and compliance documents to
deadline

–    
Draft
formal project correspondence, letters of appointment, and scope-to-team
documents upon contract execution

–    
Maintain
the client database and pipeline tracker; monitor lead status and follow up on
outstanding proposals under the Team Lead’s direction

–    
Liaise in
Mandarin (written and spoken) with Chinese-speaking clients, partners, and
consultants on proposals, contract matters, and general project correspondence

–    
Support the
Team Lead in preparing pre-meeting packs for Directors ahead of client trips,
including project briefs, fee summaries, and portfolio materials

–    
Manage the
rendering budget per project: coordinate Director approval with the Design team,
and liaise with the Accounts team for payment

–    
Coordinate
with the IT Administrator to assign project codes and set up project timesheets
upon contract execution

Taking ownership of the firm’s external-facing brand
activity across digital and print channels:

–    
Develop and
manage a quarterly marketing calendar covering social media, award submissions,
PR opportunities, portfolio updates, and industry events

–    
Plan,
create and schedule content for Instagram and LinkedIn: project showcases,
behind-the-scenes posts, award announcements, and thought leadership content —
maintaining a consistent brand voice and visual identity

–    
Manage and
coordinate website updates with the external web designer: brief the vendor on
content changes, review outputs, and ensure new projects and information are
reflected promptly

–    
Maintain
and update the digital and print project portfolio: ensure all project pages
are formatted to the current layout, photographs are high-resolution, and
content is current

–    
Manage the
award submissions pipeline: track deadlines across key industry awards (AHEAD,
Hotel & Property Awards, and others), coordinate submission content with
Design Team Leaders, and prepare final packages for Director approval

–    
Respond to
and coordinate media and PR requests: liaise with editors and publications,
coordinate feature content with Directors, and file all published press
coverage on the shared drive

–    
Coordinate
project photography upon completion: liaise with photographers, brief on key
shots, and ensure all images are archived correctly

–    
Manage e-publication
distributions via Mailchimp or equivalent: propose content, design, obtain
Director approval, and dispatch

–    
Serve as a
professional first point of contact for new business enquiries: respond
promptly, gather brief information, and route to the Team Lead and Directors

–    
Build and
maintain productive working relationships with clients, consultants, and
partners, particularly across China and the broader Asia-Pacific region

–    
Prepare
presentation materials, proposal packs, and background research ahead of client
meetings and pitches

–    
Attend
client calls and meetings as required; prepare and circulate accurate minutes
and follow-up action items

As part of a lean admin team, you will contribute to the
broader operational rhythm where needed:

–    
Monitor
project timesheets on a monthly basis to track manhours utilised against each
project’s allocated manhours budget; flag to the Team Lead where projects are
at risk of overrun

–    
Coordinate
with the Accounts team on billing instructions tied to contract milestones

–    
Maintain
organised filing of all contracts, correspondence, and marketing materials on
the shared server

–    
Support
ad-hoc administrative requests from the Team Lead and Directors as they arise