Marketing Materials Administration Assistant

Hrstalentsolutions; Ballarat; Remote; AUD 62,000 - 65,000; Full time

Job summary

Hrstalentsolutions is seeking a Campaign Asset Organizer to keep marketing materials neatly organized in a remote, full-time role in Australia. You will name and place approved files, maintain a simple online index, and flag unclear versions according to the campaign’s rules.

You won’t design or publish assets; you will ensure approved materials are linked to the correct campaign records and kept separate by channel.

Qualifications

• Experience in office administration is preferred but not required.
• Strong organization and file-naming discipline.
• Ability to follow written instructions and maintain an online index.

Responsibilities

• Keep marketing materials organized and correctly named.
• Place approved files according to instructions.
• Maintain a simple online index of assets.
• Flag unclear versions and report to campaign owner.
• Do not design or publish files.
• Ensure shared links point to the correct version.

Skills

Office administration

Customer service

Basic computer skills

Tools

Tracking sheets

Job description

Campaign Asset Organizer

Office Administration | Campaign Materials | Remote | Full-time | 61,880–65,000 per year

One campaign can have several versions of the same file

This introductory role keeps supplied marketing materials organized for the team using them. You will name and place approved files according to the employer’s instructions, maintain a simple online index, and flag unclear versions. You will not design a campaign, approve a creative decision, or publish a file because its name happens to include “final.”

Materials in the queue

• Approved images or documents for an upcoming message.
• Revised files returned after a review.
• Notes indicating which version has been accepted.
• Requests from colleagues for the current approved asset.

A colleague may supply a revised graphic while another asks for the earlier file. Check the approval note and version information before sharing either one. If the instruction is unclear, ask the campaign owner to identify the correct material. Keep both files where the team’s procedure requires them, rather than overwriting a source without permission.

The administration behind a clean handoff

You may rename a file using the supplied convention, add its link to a tracking sheet, check that the link opens, and note whether it is approved or still under review. A completed entry should tell the next person what the file is for and which version it points to. When a campaign has several channels, keep their materials separate even when the images look similar.

• Use approved names and folders consistently.
• Connect each asset to the correct campaign record.
• Check that a shared link opens the intended version.
• Mark missing files or conflicting approval notes for review.
• Answer routine “where is the file?” questions from the record.
• Keep a status history when a new version replaces an old one.

Office administration experience can help with accurate filing; customer service experience can help with concise replies to colleagues waiting on a file. Neither background is required. New applicants are welcome; onboarding can cover the assigned folders, naming rules, and status labels. You should bring basic computer confidence and a willingness to stop when an approval is uncertain.

An asset request may come from a colleague who remembers only a campaign nickname. Use the available project record to identify the intended material and ask for clarification when two matches remain. Do not share an unapproved version because it looks visually finished. A brief response with the correct link and version status is more useful than sending an entire folder. If a shared link no longer works, report the problem and restore the reference only under the team’s process.

At the end of an assignment, the index should point to the approved file and show which later revision remains under review. That is the practical outcome of this role.

This position is full-time and is remote. A home office or suitable workspace can help you review details without sharing unreleased materials. The actual schedule and file access rules will be confirmed by the hiring company.

The same image may exist in different sizes for different uses. Use the supplied asset reference and destination information before linking it, and flag missing specifications rather than selecting a version by appearance alone. The work focuses on organizing approved materials.

A campaign folder may hold a current banner, an older draft and a version sized for a different channel. Match each file against the supplied checklist and naming convention before sharing it with a colleague. If the requested version is missing, flag that gap instead of renaming another file to make the list appear complete. Record who supplied a replacement and when the checklist was updated. This helps the publishing team find the approved materials without repeating a search through multiple folders.

About your application

Show how you have kept files organized or distinguished one version from another. Experience from a nonmarketing office, school, or volunteer project can be useful here. Formal design experience is not a condition for this role.

The hiring team may ask candidates who advance to complete an additional application on its website. The hiring team will look for dependable handling of approved materials and openness to learning its naming rules.