Castle Group

The Marketing Coordinator is responsible for all marketing and sales administrative support. This role supports the business development department’s initiatives by executing administrative needs and maintaining promotional materials. This role requires a blend of organizational skills, creativity, and a keen attention to detail.

The Marketing Coordinator provides exemplary service in a manner consistent with the values and mission of Castle Group. He or she performs all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service.

Administrative Coordination

• Meeting Coordination: Handle all aspects of meeting coordination, including room bookings, calendar invitations, Zoom setups, food ordering, and space setup and cleanup.
• Minute Taking: Responsible for taking and distributing minutes for all meetings.
• Weekly Huddle Coordination: Organize the weekly huddle call and ensure accurate meeting minutes and distribution.
• Onboarding Support: Coordinate all administrative and PandaDoc training tasks associated with the onboarding of new team members.
• Sales Presentation Support: Provide support for sales presentations.
• Sales Reference Updates: Coordinate quarterly sales reference sheet updates with support from sales and regional directors.
• Referral Drawing Coordination: Manage the new business referral drawing.
• Headshot Coordination: Manage company-wide headshot requests.
• Ad Hoc Administrative Support: Provide comprehensive administrative support as needed.

Business Development Support

• Annual Planning Calendar: Update the Business Development annual planning calendar. Tasks include registering for trade shows and other events, sending out calendar invitations, and submitting invoices for payment.
• Membership and Sponsorship Coordination: Manage membership and sponsorship renewals for the sales team.
• Proposals: Support the sales team in quality checking, printing, binding, and shipping proposals, RFIs, and RFPs.
• Home Office Tours Coordination: Assist in the coordination of home office tours, including booking rooms, ordering food, sending calendar invitations, and managing room setup and cleanup.
• Leads: Screen and direct all website leads appropriately.

Promotional Item Fulfillment

• Fulfillment and Inventory Management: Oversee the fulfillment of promotional item requests. Responsibilities include gathering items, packaging, shipping, updating inventory, tracking status, and communicating with the requestor.
• Quarterly Inventory Management: Conduct quarterly inventory checks to ensure out-of-stock items are ordered and replaced. This involves receiving shipments, organizing materials, and updating the inventory tracking log.

Marketing and Event Support

• Event Preparation: Assist in collecting marketing collateral, promotional items, and supplies needed for all events. This includes communication and tracking the status of these items.
• Review Payouts:Responsible for coordinating review payouts.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• Bachelor’s degree in Marketing, Business Administration, or related fields.
• Previous experience in an administrative or a similar role.
• Strong attention to detail and problem-solving skills.
• Strong customer service, communication, and interpersonal skills to help create effective customer-focused relationships with all levels within the organization.
• Able to work under tight deadlines and use time effectively based on key priorities.
• Effective written and verbal communication skills
• Intermediate command of computer hardware/software, specifically Microsoft Office Suite.
• Experience with project management software is a plus but not necessary.

Skills and Abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and manage time.
• Ability to act with integrity, professionalism, and confidentiality.
• Proficient with Microsoft Office Suite or related software.
• Communicate, receive and exchange ideas and information by means of the spoken and written.

Physical requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This position is fully in the office, but after a 90-day review, there is the opportunity for a one-day-a-week remote day.
• Ability to lift 50lbs. following appropriate safety procedures.
• Extensive use of fingers for typing and visual use of the computer monitor.
• Handle, grasp, feel objects and equipment.
• Reach with hands and arms.
• Repeat various motions with wrists, hands and fingers. Ability to hear, understand and respond appropriately to verbal requests made in person and over the telephone.
• Ability to respond verbally in an understandable, professional manner in person and over the telephone.
• Ability to work extended hours and weekends if needed.
• Position requires a valid Driver’s License.