Marketing Operations Lead

Position Overview

Smallwood is hiring a Marketing Operations Lead to collaborate with firm leadership in pursuing new work and implementing strategic goals through the management of the firm’s marketing operations.

This role blends marketing leadership, team management, RFP/Q response coordination, and strategic planning
. The ideal candidate will manage and coordinate the firm’s marketing efforts—ensuring that vision, strategy, people, and process align to support business development, brand growth, and successful pursuits.

The ideal candidate is a forward-thinking marketing leader who thrives in a deadline-driven, design-focused environment and brings both strategic insight and operational rigor to everything they do.

• Marketing Leadership & Strategy
  • Collaborate with Leadership to pursue new work and define strategies for firm growth
  • Develop, implement, and maintain an effective RFP/RFQ and SF330 response process to maximize new business opportunities
  • Translate strategic goals into actionable marketing plans, schedules, and deliverables
  • Participate in firm-wide strategic planning initiatives related to brand positioning and market expansion
• Management of Marketing Staff
  • Lead, mentor, and manage marketing staff
  • Assign and monitor day-to-day responsibilities and workloads
  • Schedule specific staff assignments in support of marketing tasks, pursuits, and projects
  • Identify and coordinate support from Leadership, internal teams, or outside consultants as needed
• Marketing Operations, Traffic & Scheduling
  • Serve as the central traffic manager and scheduler for all marketing efforts
  • Coordinate priorities across proposals, pursuits, collateral, branding, and communications
  • Balance workloads, deadlines, and resources to maintain quality and efficiency
  • Anticipate conflicts or bottlenecks and proactively resolve them
• Management of Marketing Projects
  • Schedule and coordinate Leadership, Marketing, and Graphic Design support for production of marketing collateral
  • Prepare for and lead weekly Marketing and Marketing Collateral meetings
  • Coordinate with outside consultants, engineers, photographers, printers, and vendors
  • Ensure timely, high-quality delivery of all marketing materials
• Management of Marketing Collateral & Content
  • Oversee preparation of proposals, presentations, qualifications packages, and collateral
  • Guide development of visual and written content aligned with strategic marketing plans
  • Oversee planning and coordination of project photography, including scheduling and logistics
  • Maintain consistency in brand voice, messaging, and visual identity
  • Support external communications including website content, newsletters, social media, and thought leadership
  • Plan and coordinate PR, media, and industry outreach initiatives
  • Support leadership participation in industry events and professional organizations
• Knowledge Management & Systems
  • Collaborate with management to oversee planning, maintenance, and optimization of:
    • Deltek Vantagepoint
    • Open Asset / Digital Asset Management
    • Marketing databases and CRM tools
  • Ensure marketing information, assets, and data are accurate, accessible, and well-organized
• Support of Business Development Initiatives
  • Assist in researching prospective markets, clients, and projects
  • Participate in pursuit of leads in collaboration with Leadership
  • Attend priority industry events with Leadership as appropriate
  • Align marketing staff time and resources with business development priorities

• Bachelor’s degree in Marketing, Business, Communications, or related field
• 7–10+ years of experience
  , preferably in the Architecture/Engineering/Construction industry
• Proven experience leading marketing teams and managing marketing operations
• Strong background in proposals, pursuits, and business development support
• Excellent verbal and written communication skills
• Exceptional organizational skills and attention to detail
• Strong supervisory, leadership, and collaboration skills
• Proficiency in:
  • Microsoft Office Suite (PowerPoint, Word, Excel)
  • Adobe Creative Suite (InDesign, Photoshop, Illustrator, Acrobat)
  • Deltek Vantagepoint (preferred)
  • Open Asset or similar DAM systems (preferred)

You are a marketing leader who:

• Balances strategy with execution
• Brings structure and clarity to complex workflows
• Anticipates needs and solves problems before they arise
• Leads teams with confidence, empathy, and accountability
• Understands the nuances of marketing within a design-driven A/E/C environment
• Thinks long-term while delivering flawlessly in the short term

Smallwood is an internationally recognized design firm with a strong legacy, a collaborative culture, and a future-focused vision. This role offers the opportunity to shape the firm’s marketing direction, influence growth strategy, and build systems that will define the next phase of Smallwood’s evolution.

Submit your resume and cover letter through the company careers portal.