Marketing Programs and CRM Operations Administrator

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NBBJ's Marketing Operations Team is looking for a Marketing Programs & CRM Operations Administrator to support the operation of firmwide marketing programs and our customer relationship management system. This role combines program management and coordination with hands-on CRM data operations, including record maintenance, routine reporting, data-quality checks, and basic user support.

The successful candidate will be organized, dependable, detail-oriented, and comfortable coordinating with marketing staff, Market Leaders, and other firm stakeholders. This role is an important part of the Marketing Operations team's 'engine room,' helping keep initiatives moving and data accurate so that senior team members can focus on systems strategy, analytics, technology enablement, and insight.

• Coordinate and support firmwide and Marketing Studio initiatives, including:
  • Collateral and marketing programs, training modules and similar programs
  • Annual surveys
  • Firmwide content requests from Finance, Legal, HR, and other groups
• Create and maintain basic project plans, task lists, timelines, templates and owner assignments.
• Track progress, send reminders, document decisions, and follow up on outstanding deliverables.
• Coordinate objectives, dependencies, and resource requirements while partnering with stakeholders to drive successful execution.
• Help include simple measures of success, such as completion rates, response rates, participation, content usage, or basic satisfaction indicators.
• Capture feedback and log small tests or improvements to workflows, templates, and reminder cadences.

• Assist with initiatives that gather, update, organize, and maintain collateral.
• Coordinate requests for updates and track completion across practices and studios.
• Partner with the Marketing Systems Manager on content-system organization and process improvements.

• Maintain accurate CRM records based on information received from Market Leaders, marketing staff, Finance, and other authorized sources.
• Produce scheduled reports for studios, practices, and regions, including pipeline lists, activity summaries, and other routine views.
• Run CRM reports and support defined ad hoc requests while encouraging self-service where appropriate.
• Support monthly or recurring checks of prospect and sales information in coordination with Finance and the Marketing Operations Director.

• Serve as a friendly, accessible first point of contact for basic CRM questions, such as how to enter information or locate a report. Document recurring questions, issues, and user feedback.
• Provide basic guidance on required fields, record standards, tagging, and established CRM workflows.
• Escalate complex configuration, reporting, data-model, or workflow issues as needed.

• 3-5 years of experience in marketing operations, marketing project management and coordination, CRM or database administration, in a professional services firm (preferably AEC).
• Strong organization and follow-through, with the ability to manage recurring responsibilities and multiple small initiatives.
• Clear, professional communication skills and comfort sending reminders and follow-ups to peers and leaders.
• Ability to follow established standards consistently and ask questions when expectations are unclear.
• Strong attention to detail in data entry, documentation, reporting, and file organization.
• Ability to work collaboratively with both technical and nontechnical colleagues.
• A dependable, service-oriented approach and willingness to support the successful work of others.

• Experience supporting marketing programs, content…