Marketing & Administrative Coordinator

Responsibilities

• Marketing & Communications * Coordinate the firm’s social media content, including drafting posts, creating graphics, and maintaining the content calendar * Proofread, format, and distribute newsletters, project announcements, invitations, and other email communications * Maintain website content, including project portfolio, news, events, staff bios, and service information * Design print and digital materials, including sponsorship ads, event invitations, project sheets, and social media graphics * Format and brand proposals, qualifications packages (SOQs/RFQs), presentations, and other client-facing documents * Coordinate staff headshots, project photography, award submissions, and promotional products * Edit and publish basic video content, such as project highlights and team spotlights Recruiting & HR Support * Write and post job openings on Indeed, LinkedIn, and university career boards * Screen resumes, schedule interviews, and communicate with candidates * Coordinate onboarding for new hires, including paperwork, equipment, and first-week setup * Build relationships with local colleges for intern and entry-level recruiting * Promote the firm as a great place to work through social media and career fairs Project & Schedule Support * Track permit and plan submittals, agency comments, approvals, and expiration dates * Maintain project deadline calendars and keep engineers informed of upcoming due dates * Assemble and deliver submittal packages, including printing, signing, and sealing logistics * Organize project files, plan sets, and correspondence Office Administration * Answer phones, greet visitors, and route inquiries * Manage calendars and schedule meetings for principals and project managers * Support firm events, database maintenance, reporting, and other projects as needed * Process invoices, reimbursements, and marketing- and event-related expenses * Order supplies and coordinate with vendors

Requirements

• Bachelor’s degree in marketing, communications, public relations, graphic design, business, or a related field, or an equivalent combination of education and experience
• Relevant experience gained through employment, internships, freelance work, campus involvement, or related projects
• Proficiency in Canva or a comparable design platform
• Strong writing, editing, and proofreading skills, with close attention to accuracy and consistency
• Familiarity with professional social media, email marketing, and website content management
• Proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint
• Strong organizational skills and the ability to manage multiple assignments and deadlines
• Professional judgment and discretion when handling candidate, employee, and client information
• Experience at an engineering, architecture, construction, or real estate firm is a plus but not required
• Experience: applicable: 2 years (Preferred)

Preferred

• Experience at an engineering, architecture, construction, or real estate firm is a plus but not required

Benefits

• Medical, dental, and vision insurance · Paid time off · 401(k)
• 401(k) matching