Marketing Administrative Assistant & Graphic Designer

📍 Job Overview

Job Title: Marketing Administrative Assistant & Graphic Designer

Company: L&F DISTRIBUTORS LLC

Location: McAllen, Texas, United States

Job Type: Full-Time

Category: Marketing & Administrative Support

Date Posted: February 11, 2026

Experience Level: 2-5 Years

Remote Status: On-site

🚀 Role Summary

• This hybrid role requires a blend of creative graphic design skills and robust administrative capabilities to support marketing, advertising, and corporate communications initiatives.

• Key responsibilities include the deployment and monitoring of advertising creative materials across various media channels and the production of high-quality graphic assets for marketing campaigns and corporate events.

• The position involves essential administrative tasks such as processing invoices, coordinating with internal departments for co-op billing, and managing office-related duties like supply ordering and mail handling.

• Successful candidates will demonstrate strong proficiency in graphic design software, meticulous attention to detail in financial processing, and excellent organizational and communication skills to manage multiple projects effectively.

📝 Enhancement Note: While the title includes "Marketing Administrative Assistant & Graphic Designer," the core responsibilities lean heavily into both creative production and detailed financial/administrative coordination. This is not a purely administrative role; the graphic design component is integral and requires a portfolio. The role also touches on elements of media coordination and basic social media management, indicating a need for versatility.

📈 Primary Responsibilities

• Advertising Material Deployment & Monitoring: Coordinate monthly or quarterly distribution of approved radio, TV, out-of-home, and digital advertising buys with external media sales partners, ensuring creative materials and instructions are accurate and timely.

• Creative Oversight: Daily monitoring of advertising and branded content, including radio/TV spots and billboard creative, and proactive ordering of new creative assets before expiration dates to ensure campaign continuity.

• Invoice Processing & Reconciliation: Process and pay advertising invoices monthly by verifying broadcast logs, confirming proof of delivery against media buys, logging orders in Workamajig, and processing payments in Microsoft Dynamics 365, adhering strictly to proper cost accounting standards and company financial dimensions.

• Marketing Co-op Billing Coordination: Collaborate with the Accounts Receivable department to bill supplier partners for marketing co-op programs, including advertising campaigns, event sponsorships, and sampling promotions, ensuring accurate financial reconciliation.

• Graphic Content Production: Produce graphic content weekly for advertising and marketing campaigns, social media promotions, and corporate events, ensuring strict compliance with brand identity guidelines and legal requirements.

• Social Media Support: Monitor social media page activity daily and assist the Digital Marketing team with scheduling approved posts across platforms like Facebook, Instagram, TikTok, and YouTube.

• Media & Communications Assistance: Support media coverage and interview coordination by drafting press releases and media advisories, distributing them to local newsrooms post-approval, and facilitating news team coverage as needed.

• General Administrative Support: Order office supplies, make check deposits at local banks, and manage mail retrieval from the USPS post office box, ensuring efficient day-to-day operations.

• Event Planning Support: Provide annual assistance with the planning and coordination of corporate events and the Stars Scholarship Fund events.

📝 Enhancement Note: The responsibilities highlight a need for a candidate who can manage both creative output and detailed financial administration. The mention of specific software like Workamajig and Microsoft Dynamics 365 indicates a requirement for system proficiency beyond standard office tools. The role also implies a need for meticulous record-keeping and adherence to established financial and brand protocols.

🎓 Skills & Qualifications

Education:

Experience:

• 2-3 years of experience in graphic design with demonstrated proficiency in Adobe Illustrator and Photoshop.

• 2-3 years of experience in data entry and processing, with a preference for experience in Accounts Payable and Accounts Receivable.

Required Skills:

• Graphic Design Proficiency: Strong command of Adobe Illustrator and Photoshop for producing advertising and marketing creative assets.

• Data Entry & Processing: Expertise in data entry, with a focus on accuracy and adherence to cost accounting practices within Accounts Payable and Accounts Receivable functions.

• Microsoft Office Suite: Advanced proficiency in Microsoft Excel, Word, PowerPoint, Teams, and Outlook.

• Financial Systems: Experience with or ability to quickly learn Microsoft Dynamics 365 for financial processing.

• Organizational Skills: Exceptional attention to detail, strong organizational capabilities, and the ability to manage multiple tasks and projects simultaneously through completion.

• Problem-Solving: Proactive, self-initiating, and motivated problem-solver.

• Communication: Excellent written and verbal communication skills for clear and effective interaction with internal teams and external partners.

• Transportation: Reliable transportation and a valid, active driver’s license are required.

Preferred Skills:

• Media Coordination: Experience assisting with advertising media buying or selling processes.

• Social Media Management: Prior experience managing social media pages using platforms such as Meta Business Suite (Facebook, Instagram), TikTok, YouTube, and LinkedIn.

• Editorial Skills: Strong editorial and blog writing capabilities.

• Video Editing: Moderate video-editing skills, specifically with Adobe Premiere Pro, for creating infographic-style videos.

• Project Management Software: Familiarity with project management tools like Workamajig for logging orders and tracking projects.

📝 Enhancement Note: The required experience level suggests a candidate who can operate with a degree of autonomy but also requires guidance in specific financial systems. The combination of creative and administrative/financial skills is a key differentiator, and candidates should highlight achievements in both areas. The portfolio requirement for graphic design work is critical and should be prepared in advance.

📊 Process & Systems Portfolio Requirements

Portfolio Essentials:

• Graphic Design Portfolio: A curated portfolio showcasing a range of graphic design projects, including examples of advertising creative, social media graphics, and potentially infographic-style videos, demonstrating proficiency in Adobe Illustrator and Photoshop. This portfolio is crucial for advancing in the interview process.

• Process Documentation Examples: If available, examples of documented processes related to data entry, invoice processing, or workflow management that highlight efficiency improvements or adherence to specific accounting standards.

• System Proficiency Demonstration: While not a formal portfolio item, be prepared to discuss and potentially demonstrate familiarity with Microsoft Dynamics 365, Workamajig, and other relevant productivity and financial software.

Process Documentation:

• Workflow Design: Ability to understand and follow established workflows for advertising material distribution, invoice processing, and co-op billing.

• Implementation & Automation: While this role is more execution-focused, understanding how processes can be streamlined or automated is a plus, especially in data entry and content scheduling.

• Measurement & Analysis: Be prepared to discuss how you would track the accuracy of invoice processing or the compliance of creative materials with brand guidelines.

📝 Enhancement Note: The emphasis on a graphic design portfolio is significant. Candidates should ensure their portfolio is well-organized, easy to navigate, and clearly demonstrates their design skills relevant to marketing and advertising. For administrative aspects, focus on quantifiable achievements in accuracy, efficiency, and adherence to financial protocols.

💵 Compensation & Benefits

Salary Range:

Benefits:

• Health Insurance: Comprehensive medical, dental, and vision insurance plans.

• Paid Time Off: Generous paid time off (PTO) policy, including vacation, sick leave, and holidays.

• Retirement Savings Plan: 401(k) plan with potential company matching contributions.

• Professional Development: Opportunities for training in graphic design software, financial systems, and marketing coordination.

• Employee Assistance Program (EAP): Support services for personal and professional well-being.

• Stars Scholarship Fund: Potential eligibility or involvement in supporting the company's scholarship initiatives.

Working Hours:

• This is a full-time, on-site position typically requiring 40 hours per week. Standard business hours are expected, with potential for occasional flexibility around event coordination or critical campaign deadlines.

📝 Enhancement Note: The salary range is an estimate. Candidates should research current market rates for similar roles in the McAllen, TX area and be prepared to discuss their salary expectations during the interview process. The benefits package is typical for a full-time employee and should be confirmed with the employer.

🎯 Team & Company Context

🏢 Company Culture

Industry: Distribution (Likely wholesale distribution of consumer goods, given the company name and focus on advertising/marketing).

Company Size: The LinkedIn data suggests a company size of 51-200 employees, indicating a medium-sized business environment. This offers a balance between the structure of larger corporations and the agility of smaller firms, allowing for cross-functional exposure.

Founded: Founded in 1993, L&F Distributors has a significant history, suggesting stability and established operational processes.

Team Structure:

• Marketing Department: This role sits within the Marketing department, likely reporting to a Marketing Manager or Senior Director of Marketing and Communications.

• Cross-Functional Collaboration: The role requires regular interaction with Accounts Receivable, Accounts Payable, Digital Marketing, and potentially other corporate departments, emphasizing a collaborative internal environment.

• External Partnerships: Close coordination with external media sales partners and potentially advertising agencies is a key aspect of the role.

Methodology:

• Data-Driven Marketing: The emphasis on processing invoices, tracking media buys, and ensuring brand compliance suggests a data-driven approach to marketing execution.

• Process Efficiency: Responsibilities like invoice processing, order logging, and supply management point to a focus on operational efficiency and adherence to established procedures.

• Brand Consistency: The requirement to ensure compliance with brand and legal guidelines highlights a strong commitment to maintaining a consistent and professional brand image.

Company Website: www.lnfdistributors.com

📝 Enhancement Note: A medium-sized company often provides opportunities for broader exposure and direct impact. Candidates should research L&F Distributors' specific market niche within wholesale distribution to better understand their advertising and marketing strategies. The company's longevity implies a stable work environment.

📈 Career & Growth Analysis

Operations Career Level: This role represents an entry-to-mid-level position within the marketing and operations support function. It's ideal for someone building a career at the intersection of creative execution and administrative/financial operations.

Reporting Structure: The role likely reports to a Marketing Manager or the Senior Director of Marketing and Communications, indicating direct exposure to marketing leadership.

Operations Impact: This role has a direct impact on the efficiency of marketing operations by ensuring timely distribution of creative, accurate financial processing of advertising buys, and the consistent production of brand-compliant graphic assets. Effective management of these tasks contributes to the overall success and financial integrity of marketing campaigns.

Growth Opportunities:

• Specialization: Potential to deepen expertise in either graphic design (e.g., motion graphics, advanced branding) or marketing operations (e.g., media buying, campaign management, marketing analytics).

• Skill Expansion: Opportunities to take on more complex design projects, manage larger co-op billing programs, or gain deeper experience in social media strategy and content creation.

• Leadership Potential: With demonstrated success, there could be pathways to a Marketing Coordinator, Graphic Design Lead, or Marketing Operations Specialist role within the company.

• Cross-Departmental Moves: Experience gained in financial processing and interdepartmental coordination could open doors to roles within finance or operations management.

📝 Enhancement Note: The dual nature of the role offers a unique growth path. Candidates should consider which aspect they wish to focus on long-term and tailor their interview responses accordingly. Highlighting a desire to learn and grow within L&F Distributors will be beneficial.

🌐 Work Environment

Office Type: Likely a professional office setting within L&F Distributors' corporate headquarters in McAllen, TX. This environment is expected to be structured and conducive to focused work, with opportunities for collaboration.

Office Location(s): The primary work location is 3900 N Mccoll Rd, McAllen, TX 78501. This location is accessible within the McAllen metropolitan area.

Workspace Context:

• Collaborative Environment: Expect to work closely with the marketing team and other departments, requiring strong interpersonal and communication skills.

• Tools & Technology: Access to standard office technology, including computers, printers, and potentially specialized design software and financial management systems.

• Team Interaction: Regular team meetings, project discussions, and collaborative work sessions are anticipated.

Work Schedule:

• This is a full-time, on-site position, typically adhering to standard business hours (e.g., Monday-Friday, 8 AM-5 PM or 9 AM-6 PM). Flexibility may be required for specific events or campaign needs, but core hours will be expected for consistent administrative and design tasks.

📝 Enhancement Note: As an on-site role, candidates should consider the commute and their comfort working within a traditional office structure. The environment is likely to be professional and business-focused, typical of a distribution company's administrative and marketing support functions.

📄 Application & Portfolio Review Process

Interview Process:

• Initial Screening: A review of your resume and application, with a strong emphasis on the required graphic design experience and administrative qualifications. A portfolio link or attachment is critical at this stage.

• First Round Interview (Phone/Video): Typically with an HR representative or hiring manager to assess basic qualifications, cultural fit, and salary expectations. Be prepared to discuss your experience in graphic design and administrative/financial tasks.

• Portfolio Review & Skills Assessment: If you advance, you will likely be asked to present your graphic design portfolio and discuss specific projects. You may also receive a practical assessment, such as a graphic design task or a scenario-based question related to invoice processing or data management.

• Final Interview: May involve meeting with senior leadership or other key stakeholders to confirm suitability for the role and company culture.

Portfolio Review Tips:

• Curate Selectively: Showcase 5-8 of your strongest, most relevant projects. Prioritize work that demonstrates proficiency in Adobe Illustrator and Photoshop for marketing and advertising contexts.

• Tell a Story: For each project, briefly explain the objective, your role, the challenges you faced, your creative process, and the outcome. Quantify results where possible (e.g., increased engagement, successful campaign deployment).

• Organize Clearly: Ensure your portfolio is easily navigable, with clear labels and descriptions for each piece. If digital, ensure links are active and pages load quickly.

• Highlight Versatility: If possible, include examples that show your ability to adapt to different brand styles or project types.

• Address Administrative Skills: While the portfolio focuses on design, be prepared to discuss your experience with data entry, AP/AR, and financial systems with specific examples of your accuracy and efficiency.

Challenge Preparation:

• Graphic Design Challenge: Be ready for a small design task that requires you to create a graphic asset (e.g., a social media post, a simple infographic) based on a brief. Focus on adhering to brand guidelines and demonstrating technical skills.

• Process Scenarios: Prepare for questions about how you would handle specific administrative tasks, such as verifying an invoice, entering data into a system, or prioritizing multiple requests.

• Software Proficiency: Be ready to discuss your experience with Microsoft Office Suite, Dynamics 365, and Adobe Creative Suite.

📝 Enhancement Note: The portfolio is your primary tool for showcasing graphic design capabilities. Ensure it's polished and directly relevant to the job description. For the administrative aspects, emphasize accuracy, efficiency, and a strong understanding of financial processes.

🛠 Tools & Technology Stack

Primary Tools:

• Graphic Design Software: Adobe Illustrator and Adobe Photoshop are essential. Proficiency in Adobe Premiere Pro for video editing is a preferred skill.

• Financial Management Systems: Microsoft Dynamics 365 is specifically mentioned for invoice processing and payment. Experience with or ability to learn this system is critical.

• Project Management Software: Workamajig is noted for logging orders, indicating its use in tracking marketing initiatives.

• Productivity Suite: Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Teams, Outlook) is a requirement.

Analytics & Reporting:

• Social Media Platforms: Meta Business Suite (Facebook, Instagram), TikTok, YouTube, LinkedIn for monitoring and scheduling posts.

• Spreadsheet Software: Microsoft Excel for data entry, tracking, and potentially basic reporting.

CRM & Automation:

• CRM (Implied): While not explicitly stated, experience with CRM systems might be beneficial given the marketing context, though not a direct requirement.

• Automation Tools (Implied): Familiarity with scheduling tools for social media content could be considered a form of workflow automation.

📝 Enhancement Note: Candidates should be prepared to discuss their experience with each of these tools and highlight specific achievements or projects where they utilized them effectively. Emphasize how you use these tools to improve efficiency, accuracy, and creative output.

👥 Team Culture & Values

Operations Values:

• Accuracy & Attention to Detail: Essential for financial processing, data entry, and ensuring brand compliance in creative work.

• Efficiency & Timeliness: Critical for meeting deadlines for advertising deployments, invoice payments, and content scheduling.

• Collaboration & Teamwork: The role requires working closely with various internal departments and external partners.

• Proactivity & Problem-Solving: A willingness to take initiative and find solutions independently is valued.

• Brand Stewardship: A commitment to maintaining brand integrity and legal compliance in all marketing materials.

Collaboration Style:

• Cross-Functional Integration: The role demands seamless collaboration with finance, marketing, and potentially sales teams, requiring clear communication and understanding of different departmental needs.

• Process-Oriented: Working within established workflows for invoicing, content creation, and distribution is key. Openness to feedback for process improvement is a plus.

• Supportive Role: Acting as a reliable support function for the broader marketing and communications team, ensuring operational tasks are handled smoothly.

📝 Enhancement Note: Candidates should align their personal work ethic and collaboration style with these values. Demonstrating how you've successfully partnered with different teams and maintained high standards for accuracy and efficiency will be crucial.

⚡ Challenges & Growth Opportunities

Challenges:

• Balancing Creative and Administrative Demands: Juggling graphic design tasks with detailed financial and administrative responsibilities requires strong time management and organizational skills.

• Adhering to Strict Financial Protocols: Processing invoices and coordinating co-op billing involves strict adherence to company policies and accounting standards, demanding precision and diligence.

• Managing Multiple Stakeholders: Coordinating with internal departments and external media partners means managing diverse communication needs and expectations.

• Keeping Pace with Evolving Media: The advertising landscape, especially digital and social media, changes rapidly; staying updated on best practices and platform updates is necessary.

Learning & Development Opportunities:

• Advanced Design Techniques: Opportunities to enhance skills in Adobe Suite, explore new design trends, or specialize in areas like motion graphics or video editing.

• Financial Systems Expertise: Deepening knowledge of Microsoft Dynamics 365 and other financial/ERP systems.

• Marketing Operations Acumen: Gaining a better understanding of media buying, campaign management, and marketing analytics through direct involvement.

• Event Management: Developing skills in corporate event planning and execution through support roles.

📝 Enhancement Note: Acknowledging these challenges and framing them as opportunities for skill development will demonstrate maturity and a proactive approach to problem-solving.

💡 Interview Preparation

Strategy Questions:

• "Describe a time you had to balance multiple urgent tasks with competing deadlines. How did you prioritize, and what was the outcome?" (Focus on time management, prioritization, and task completion.)

• "Walk me through your process for creating a graphic asset for a marketing campaign, from brief to final delivery. What tools do you use, and how do you ensure brand compliance?" (Highlight your design process, software proficiency, and attention to detail.)

Company & Culture Questions:

• "What do you know about L&F Distributors and our industry?" (Research the company's products, market position, and recent news.)

• "How do you approach collaboration with different departments, such as Accounts Receivable or Digital Marketing?" (Showcase your communication and teamwork skills.)

Portfolio Presentation Strategy:

• Structure Your Presentation: Aim for a concise overview of 3-5 key projects. For each, clearly state the objective, your role, the problem solved, your design solution, and the impact.

• Highlight Relevant Skills: For graphic design projects, emphasize creativity, technical execution, and adherence to brand guidelines. For administrative discussions, focus on accuracy, efficiency, and system proficiency.

• Be Ready for Technical Questions: Prepare to answer questions about your software usage, design choices, and financial process understanding.

• Engage and Ask Questions: Show genuine interest in the role and the company by asking thoughtful questions about the team, projects, and company culture.

📝 Enhancement Note: Tailor your answers to the specific responsibilities outlined in the job description. For example, when discussing graphic design, mention specific types of assets relevant to L&F Distributors (e.g., point-of-sale materials, digital ads for distributors).

📌 Application Steps

To apply for this operations position:

• Submit your application through the provided link on recruiting.paylocity.com.

• Portfolio Preparation: Ensure your graphic design portfolio is up-to-date, well-organized, and easily accessible (e.g., via a direct link on your resume or a professional website). Prepare to discuss specific projects in detail during interviews.

• Resume Optimization: Tailor your resume to highlight both graphic design skills (mentioning Adobe Illustrator, Photoshop) and administrative/financial experience (mentioning data entry, AP/AR, Microsoft Dynamics 365, Excel). Quantify achievements where possible (e.g., "Processed an average of X invoices per week with 99.X% accuracy").

• Interview Practice: Rehearse answers to common interview questions, focusing on behavioral examples that demonstrate your skills in graphic design, administration, communication, and problem-solving. Practice presenting your portfolio.

• Company Research: Thoroughly research L&F Distributors LLC, their industry, products, and any recent news or marketing initiatives. Understand their business model to better articulate how your skills align with their needs.

⚠️ Important Notice: This enhanced job description includes AI-generated insights and operations industry-standard assumptions. All details should be verified directly with the hiring organization before making application decisions.