Marketing Coordinator

Position Summary

The Marketing Coordinator provides tactical and administrative support to the President, Vice Presidents, Directors, Engineering Managers, and Project Managers to help achieve the firm’s business development, client service, and revenue goals. This role focuses on proposal coordination, CRM data management, marketing materials, and communications that directly support pipeline development, backlog growth, and client engagement. This is a support role responsible for executing marketing and business development processes efficiently and accurately, ensuring leadership has the information and materials needed to win work.

Overall Performance Expectations

Success in this role is defined by reliability, accuracy, and responsiveness in supporting business development efforts. The Marketing Coordinator contributes to firm performance by:

• Enabling timely, high-quality proposal submissions
• Maintaining accurate and useful marketing data
• Supporting Vice Presidents and project managers in pursuing and winning work
• Keeping marketing materials and systems organized and up to date
  
  
  

Corporate and Marketing Planning

• Assist leadership with creation and implementation of the firm’s business development initiatives, marketing plan, and annual marketing budget.
• Support Vice Presidents in organizing and tracking marketing activities aligned with target clients, markets, and backlog goals.
• Maintain coordination across departments to ensure marketing efforts are aligned with professional engineering practice needs.
  
  
  

Business Development Support

• Provide day-to-day support for business development efforts led by Vice Presidents and project managers. Maintain accurate records of client interactions, opportunities, and pursuits in the CRM system.
• Assist with tracking marketing and sales activities to support reporting on pipeline and backlog.
  
  
  

Project Lead Generation

• Monitor industry websites, bid platforms, and client sources for potential project opportunities. Distribute relevant leads to appropriate staff based on market sector and discipline.
• Conduct basic research on clients and projects to support pursuit decisions.
  
  
  

Proposals, RFPs, and Presentations

• Coordinate the preparation of proposals, qualifications, and presentations. Work with technical staff to assemble content, including project sheets, statements of qualifications (SOQs), and employee resumes, ensuring accuracy, clarity, and compliance with RFP/RFQ requirements.
• Maintain and organize reusable proposal content and support materials. Track proposal submissions and maintain records of outcomes.
  
  
  

Marketing Materials Management

• Develop, prepare, and maintain project sheets, statements of qualifications (SOQs), and employee resumes for use in proposals and marketing efforts. Ensure all materials are accurate, up-to-date, and tailored to reflect firm capabilities across structural, civil, and electrical engineering services.
• Maintain organized libraries of project descriptions, staff resumes, and related materials for efficient proposal development.
• Assist in development of brochures, presentations, and other collateral as needed.
  
  
  

Mass Communications and Public Relations

• Support maintenance of the firm’s website, social media (LinkedIn), and newsletters. Assist with drafting and coordinating content such as project announcements, awards, and company updates.
• Support event coordination for conferences, industry events, and internal activities.
  
  
  

Reports, Data, and Backlog Support

• Assist in maintaining marketing logs, proposal tracking, and the Factored Backlog system. Support preparation of monthly marketing reports and provide data needed for leadership review and planning.
• Ensure information is organized and accessible for workload forecasting and business planning.
  
  
  

Vendor Coordination

• Coordinate with external vendors (printers, designers, website support, photographers, PR/Marketing consultants, etc.) as directed. Track deliverables and ensure work is completed on schedule.
  
  
  

Internal Communications and Support

• Assist with preparation of internal presentations, reports, and communications. Support company events and initiatives that contribute to team engagement and culture.
• Coordinate and maintain official company branding guidelines, create and distribute templates as needed to maintain consistency.
  
  
  

Government & Client Forms and Documentation

• Prepare standard government forms and assist in maintaining required documentation for proposals and projects. Ensure information is accurate and readily accessible.
• Review and respond to business information requests from prospective and current clients. This generally occurs through online systems and databases like Avetta, ISNetworld, Procore, etc.
  
  
  

Continuing Education

• Participate in ongoing training (minimum 15 hours annually) related to marketing coordination, proposal development, and industry practices.
  
  
  

Special Projects and Assignments

• Assumes responsibilities for special assignments delegated by the Executive Leadership team.
  
  
  

Education And Experience

• A Bachelor’s degree in related fields (Marketing, Communications, or related technical field).
• Must have 3 years marketing experience in a similar position, preferably for an A/E/C company or within a professional serviced firm.
• Must have an eye for details, excellent time management and organization skills.
• Experience with social media platforms (LinkedIn).
  
  
  

Work Environment and Physical Demands

• This job is essentially a sedentary role; however, standing, walking, sitting, reaching with hands and arms, stooping or kneeling, talking, and hearing are required.
• Occasionally lift and/or move up to 25 pounds (ex. Servers, hardware).
• This position operates in a professional office environment.
• Overtime may be necessary as workloads dictate. This may include weekdays, weekends, and/or holidays.
• Due to the collaborative nature of this position and accessibility for in-house and on-site client meetings, it is essential that the work be performed in the office and during regular business hours.
• Some travel may be required. The employee may occasionally be exposed to we and/or humid conditions, high places, fumes, or airborne particles, outside weather conditions, extreme cold, extreme heat, and the risk of electrical shock.