Marketing Operations & Project Management Specialist

The Marketing Operations & Project Management Specialist provides administrative and research support, manages marketing processes and systems, oversees budgets, leads cross-functional projects, and ensures the team operates efficiently. The ideal candidate is extremely organized, detail-oriented, and has a continuous improvement mindset, always looking for ways to optimize processes and workflows.

Primary Responsibilities:

• Project Manager: Oversee large-scale marketing projects, such as website migrations, annual planning, and cross-functional initiatives. Facilitate check-ins, manage timelines, assign responsibilities, and proactively resolve roadblocks.
• Lead customer feedback initiatives, including NPS surveys, VOC surveys, and other research. Partner with the Customer Service team to gather insights and analyze chat functionality and other customer touchpoints to inform marketing strategies.
• Manage project profile and photography projects, including coordinating photo shoots, handling documentation, and overseeing workflow with Marcoms.
• Develop and manage a process for handling incoming marketing requests from internal teams (e.g., Sales). Review, filter, approve, and assign requests, ensuring timely completion.
• Develop, document, and maintain standard operating procedures (SOPs) for marketing processes; ensure all procedures are accessible and clearly communicated.
• Organize and maintain the Marketing SharePoint folder to ensure usability and accessibility.
• Oversee the Asana instance, optimizing organization, creating new projects, and improving workflows.
• Manage the marketing budget, including monitoring expenses, ensuring adherence to the budget, conducting monthly/quarterly reviews, and overseeing the marketing group credit card and expense reports.
• Pull data from multiple sources, analyze results, derive actionable insights, and prepare reports for the marketing team and senior leadership. Collaborate with digital marketing to manage KPI dashboards.
• Ensure marketing-generated leads are properly processed and distributed in a timely manner, performing lead data entry, new customer processing, and related work.
• Own and manage platform accounts for Dodge and ConstructConnect, pulling data and information needed by the marketing team. Assist team members in accessing and utilizing platform data to support marketing initiatives and reporting.
• Handle processing of legal matters such as trademark registration and renewal, copywriting, and other general legal counsel support.
• Generate marketing lists for email marketing, direct mailing, and other campaigns.
• Serve as the company's key resource for audience continuing education programs (ie. AIA, IDCEC), including program registration, course documentation, certificate processing, and production of sales support materials.
• Manage promotional item program, literature inventory, and marketing tools.
• Manage and analyze sample item data to track usage, demand, and effectiveness. Provide insights and recommendations to the marketing team on trends, inventory needs, and opportunities to improve sampling strategies.
• Develop, manage, and maintain qualified distribution lists to ensure accuracy, compliance, and effectiveness. Partner with the marketing team to segment audiences appropriately for campaigns and provide clean, targeted lists that drive results.

Secondary Responsibilities:

• Provide accurate inventory of all sales and marketing tools, including literature and promotional items.
• Perform other duties and administrative assistance as directed.

Continuous Improvement & Organization:

• Actively identify opportunities to improve marketing processes, systems, and workflows.
• Implement best practices to enhance team efficiency and effectiveness.
• Maintain highly organized systems and documentation to ensure easy access and usability across the team.

Qualifications

• Bachelor's degree required; 4+ years of experience in Marketing and/or Project Management.
• Strong project management skills with experience managing cross-functional initiatives.
• Extremely organized, detail-oriented, and process-driven.
• Experience with Salesforce, Salesforce Marketing Cloud, Salesforce Intelligence, Marketing Automation platforms, and Google Analytics highly preferred.
• Strong analytical skills, able to pull data from multiple sources and translate into actionable insights.
• Exceptional written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Excel expert-level proficiency strongly preferred), CRM applications, and other productivity/analysis tools.
• Proven experience leveraging AI tools and technologies to improve workflows, automate tasks, and generate insights.
• Ability to build new processes and leverage technology to drive continuous improvement. We are looking for someone who can elevate our department-creating stronger organization, more efficient processes, and better alignment-with a focus on automation, AI, and technology to optimize results.
• Ability to work independently and collaborate effectively across teams.