Office and Marketing Coordinator

Key Responsibilities Marketing & Business Development Support

• Coordinate the development of proposals, qualifications packages, and client-facing marketing materials.
• Create and format professional documents, presentations, and project submissions using Adobe InDesign.
• Prepare project profiles, staff biographies, resumes, and project mock-ups to support business development efforts.
• Assist with the maintenance and organization of marketing assets and proposal content libraries.
• Support project setup activities and maintain accurate opportunity and project information within Microsoft Dynamics CRM.

• Assist with project closeout procedures, including document organization, archiving, and quality assurance documentation.
• Ensure project records and supporting documentation are accurate, complete, and properly maintained.
• Track project and proposal information to support reporting and internal workflows.

• Oversee day-to-day office operations, ensuring a well-organized and efficient workplace.
• Manage office supply inventories, kitchen and snack programs, and vendor relationships.
• Coordinate office services and liaise with external suppliers as needed.
• Provide administrative support to office leadership and assist with special projects.

• Help plan and coordinate team-building activities, celebrations, and office events.
• Contribute to a positive, welcoming, and collaborative workplace culture.
• Serve as a resource for employees and support initiatives that enhance the overall employee experience.

• 2+ years' of previous experience in a marketing coordination, proposal coordination, office administration, or similar role.
• Strong proficiency in Adobe InDesign with experience producing professional marketing and proposal materials.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Strong attention to detail and commitment to producing high-quality work.
• Excellent written and verbal communication skills.

• Experience working within engineering, architecture, consulting, construction, or other professional services environments.
• Familiarity with Microsoft Dynamics CRM or similar project and client management systems.
• Experience supporting business development, proposal submissions, or corporate marketing initiatives.

• A proactive, solutions-oriented mindset and a willingness to take ownership of tasks.
• The ability to work independently while collaborating effectively with multiple teams.
• Strong interpersonal skills and a professional, approachable communication style.
• Adaptability, resourcefulness, and the ability to thrive in a fast-paced environment where priorities can shift quickly.