Marketing and Office Administration Coordinator - HTG Management LLC

SUMMARY

The Marketing and Office Administration Coordinator will report to HR and Marketing and it is responsible for managing day-to-day office needs while supporting the company’s marketing efforts. This role ensures that the office runs efficiently and supports the marketing department initiatives to enhance the company’s brand presence. The ideal candidate is highly organized, detail-oriented, and has a passion for marketing and office management. We are looking for you to have a positive attitude towards change with a great ability to adapt in a face-paced environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office Administration

• Communicates work orders and follows through with building management for any necessary repairs.
• Ensures any necessary repairs, outside of building management’s purview, including office equipment (non-technology) are properly functioning. This may include coordination with outside vendors via Construction team to facilitate repairs, etc.
• Partner with HR to update and maintain office policies as necessary.
• Suggest and organize office operations and procedures with HR and COO’s approval.
• Answers telephones and directs the caller to the appropriate associate. Will transfer a caller to a team member’s voice mailbox when the associate is unavailable. Will inform team member of call being transferred.
• Greets, directs guests, and provide customer service and informs the appropriate party.
• Takes and retrieves voicemail messages and forwards/emails to appropriate parties.
• Provides callers with general information such as company address, fax number, website and other related information.
• Receives, sorts and forwards incoming mail. Maintains and routes publications.
• Coordinates the pick-up and delivery of all mail services (FedEx, UPS, Courier Services, etc.)
• Responsible for ordering, receiving, stocking and distributing office supplies for all team members.
• Assists with other related clerical duties such as photocopying, faxing, filing and collating as necessary.
• Ensures all copy and fax machines are well stocked for the beginning of each day.
• Ensures common areas are kept stocked and in an organized and clean manner.
• Responsible for ordering, receiving and stocking of all kitchen supplies such as coffee, sugar, paper towels, dish detergent, etc.
• Responsible for loading/unloading dish washer.

Marketing Coordination

• Responsible for planning and organizing all internal annual company events while staying within budget.
• Coordinates with Human Resources to assist in planning and execution of internal company events, holiday celebrations, and festivities.
• Assist in executing marketing campaigns, including email marketing, social media, and digital content creation.
• Support the management of company websites, including content updates and tracking web analytics.
• Help plan and execute promotional events such as groundbreakings and opening ceremonies.
• Manage and organize marketing assets such as brochures, materials, and digital content libraries.
• Other duties as assigned.

EDUCATION (OR EQUIVALENT EXPERIENCE)

• Bachelor’s degree in Marketing, Business Administration, or a related field.
• 2+ years of experience in office administration and/or marketing coordination.

SKILLS/KNOWLEDGE/ABILITIES REQUIRED

• Excellent communication skills, both written and verbal
• Ability to handle quick deadlines
• Excellent organization and multitasking skills, with attention to detail
• Proficiency in Microsoft Office and familiarity with marketing tools such as social media and graphic design platforms (Canva)
• Positive demeanor
• Ability to work independently and collaborate effectively within a team
• Self-Motivated
• Proactive

PHYSICAL REQUIREMENTS

This is largely a sedentary role; however, some lifting (up to 10lbs), walking, bending and standing for short periods of time may be necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.