Administrative Assistant & Marketing Coordinator
Listed on 2026-01-12
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Administrative/Clerical
Office Administrator/ Coordinator, Business Administration -
Business
Office Administrator/ Coordinator, Business Administration
Administrative Assistant & Marketing Coordinator
Artisans Group Architecture and Planning
Location: Tumwater, WA (In-Person)
Status: Part-Time 20-30 hours
About the Role:The Administrative Assistant & Marketing Coordinator supports our sales, marketing, and administrative efforts. This role bridges client engagement, proposal development, and content creation, ensuring smooth operations across multiple departments.
Additionally, this person serves as a front‑facing receptionist and office manager. Responsibilities include greeting clients, answering phones and emails, scheduling meetings, organizing office supplies, and maintaining shared spaces. They are the first point of contact for visitors and help manage daily office operations, contributing to a productive and welcoming workplace.
Key Responsibilities- Draft and update contract templates using project‑specific scope details.
- Coordinate contract execution via Share File and maintain organized records.
- Manage new client onboarding, including setting up in internal systems and alerting teams via internal channels.
- Maintain accurate and up‑to‑date client documentation across relevant platforms.
- Answer phones and ask simple initial prequalifying questions of potential clients.
- Track all opportunities in the RFP calendar, establishing deadlines and key milestones.
- Read and digest SOQ/RFP documents to inform proposal development.
- Manage the SOQ calendar of milestones to ensure timely reviews by senior staff.
- Complete internal framework templates and coordinate kick‑off calls.
- Draft Statements of Qualifications (SOQs) using internal templates.
- Coordinate internal reviews (draft + final) and ensure timely submission.
- Research and identify RFPs, contests, and other opportunities aligned with firm strengths.
- Score and present opportunities using our Sales Qualified Leads (SQL) matrix.
- Post approved leads to the internal “RFPs” channel and coordinate follow‑up steps.
- Manage site signage for projects as needed.
- Find and enter design awards.
- Collaborate with the content writer to produce blog and social content.
- Maintain consistent posting on Instagram (1×week minimum) and blog (1×month).
- Assist in developing ad hoc content like newsletters, project features, or announcements.
- Assist with job postings and recruitment logistics as needed for hiring.
- Serve as a point of contact for client inquiries and ensure timely responses.
- Order office supplies and run office related errands.
- Diversified activities as requested by senior staff.
- Assist and share some responsibilities with bookkeeping staff as needed.
- General office management.
- Random asks to support ownership; this could be throwing an event, running an errand or staging an apartment.
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