Marketing Administration Assistant – Approval Records

Hrstalentsolutions; Ajax; Remote; CAD 60,000 - 63,000; Full time

Job summary

Hrstalentsolutions is seeking a Marketing Administration Assistant – Approval Records to support an organized approval workflow for creative assets in a remote team. You will record assets, track reviewers, decisions and comments, and link feedback to the exact file reviewed.

The role emphasizes clear logs, awaiting revisions, and final sign-offs to prevent miscommunications as campaigns move through review stages.

Qualifications

• Experience in marketing, customer service, or office administration is useful, but training is available for newcomers.
• Comfortable with shared files, clear notes, and the difference between a draft and an approved asset.

Responsibilities

• Record assigned online campaign assets and version identifiers.
• Track reviewers, decisions, and comments under supplied rules.
• Link feedback to the exact file reviewed.
• Mark a revised file as needing a new review when required.
• Send approved reminders about pending sign-offs.
• Flag conflicting decisions for the campaign owner.
• Keep a clear final status before material is distributed.

Job description

Marketing Administration Assistant – Approval Records

Office Administration — Creative Approval Records — Remote

Schedule: Full-time Compensation: 60,320–63,440 per year

A home office or similarly suitable workspace supports detailed file comparison. The employer will confirm the software and coverage.

Several people review a campaign image or message before it can be used. The Marketing Administration Assistant – Approval Records keeps track of the version, reviewer, approval status, and unresolved comments in an online record. This remote marketing support role is office administration for a fast-moving team. You will not approve copy on someone else's behalf, change brand policy, or publish a file because its deadline has arrived.

A sign-off needs a version

An approval for “the banner” may refer to an older design. Match the message to the file name or version the reviewer actually saw. If a comment requests a change, mark the item as awaiting revision rather than approved. When a corrected file is uploaded, make the new version visible to reviewers under the employer's process. A final log should allow a colleague to tell which material is ready for use and which still needs a decision.

The role can include courteous follow-up on an outstanding review, a form of internal customer service. Ask a specific question and respect the owner's schedule. Avoid a generic reminder when the reviewer has already responded in another channel. The company will show you the approval chain and who can resolve conflicting comments. Keep project details in approved systems rather than sending private assets to personal accounts.

What you may do

• Record assigned online campaign assets and version identifiers.
• Track reviewers, decisions, and comments under supplied rules.
• Link feedback to the exact file reviewed.
• Mark a revised file as needing a new review when required.
• Send approved reminders about pending sign-offs.
• Flag conflicting decisions for the campaign owner.
• Keep a clear final status before material is distributed.

Experience in marketing, customer service, or office administration is useful, but training is available for newcomers. You should be comfortable with shared files, clear notes, and the difference between a draft and an approved asset. A particular design program is not required for this tracking role.

Approval states to distinguish

• A reviewer has not yet seen the asset.
• Feedback was sent but a new version is pending.
• A revised version needs another review.
• A reviewer approved a specific file.
• Two reviewers gave conflicting directions.
• Final release has been authorized by the correct owner.

The log may include several sizes of the same creative for different online destinations. Approval of one size may not cover the others. Keep file identifiers and intended placements together. If the owner sets a deadline, surface outstanding decisions early enough for review; do not backdate an approval to make the schedule look met. Once the final material is released, the record should show the exact version used and the person who gave the go-ahead.

The team may use an online board where comments arrive after a file was marked approved. Check whether those comments are new decisions or discussion of an earlier version. Do not erase the sign-off; flag the conflict for the campaign owner. If an asset is needed in multiple languages or dimensions, track each version separately under the supplied guide. A general “approved” label is insufficient if only one version has actually been reviewed. Clear records protect the team when deadlines get tight.

A sign-off on an image is not automatically approval of a later version with new wording. Attach the decision to the specific file, date and approver in the online log. If comments request a change, mark the material as awaiting revision rather than approved. Do not infer sign-off because a person opened a proof or stayed silent before a deadline. When the campaign owner asks what is ready, a clear record should separate final approvals from pending decisions and superseded drafts. This is marketing administration with a disciplined trail, not authority to release a campaign.