Marketing and Administrative Coordinator

Marketing and Administrative Coordinator

Job OverviewWe are seeking a versatile and highly organized Marketing and Administrative Coordinator to support our operations with a focus on marketing, content creation, and office management. This role includes a combination of administrative tasks, content management, event coordination, and social media responsibilities, all aimed at ensuring smooth operations and enhancing our brand presence.

Key Responsibilities:

• Content Creation & Social Media: Develop and distribute content for newsletters, blogs, and social media platforms. Manage social media accounts, engaging with followers and maintaining the company's online presence.
• Brand Messaging: Ensure all communications align with the company's brand voice, style, and objectives.
• Event Promotion & Coordination: Assist in the planning and promotion of company events and activities, including golf tournaments, ensuring smooth coordination and execution.
• Monitoring & Reporting: Track the effectiveness of campaigns, social media engagement, and google reporting, providing feedback for improvement.

Office Maintenance:

• Maintain a clean, professional, and welcoming environment in the showroom and office.
• Oversee office supplies, seasonal decorations, groceries, and general upkeep, including inspecting cleaning services.
• Manage, organize, and receive all incoming shipments, ensuring proper inspection, documentation, and security for sensitive items.

Administrative Support:

• Professionally manage calls, emails, and inquiries, directing them to the appropriate team members.
• Oversee scheduling, Google Calendar management, and meeting preparations.
• Assist with project vetting and prepare weekly opportunity reports for the sales team.
• Creating new project folders for vetted leads, ensuring all provided documentation has been organized and labeled correctly.
• Provide support for employee accounts and device setup as directed by management.
• Assist with managing and coordinating invoice approvals company wide.

Data Entry & Record-Keeping:

• Maintain organized electronic and physical filing systems.
• Input and update data in company databases and spreadsheets, ensuring accuracy.
• Prepare and distribute monthly project listings across the company.

Correspondence & Communication:

• Serve as a liaison between teams and external stakeholders to ensure effective communication.
• Handle confidential information with discretion, including managing mail and facilitating employee orientation.

Event & Networking Coordination:

• Assist in planning and organizing networking events, including venue selection and catering arrangements.
• Collaborate with vendors, sponsors, and internal teams to ensure event success.
• Manage event marketing materials, attendee databases, and budgets, providing on-site support during events.
• Generate detailed reports following events, and providing ROI updates following completion.

Continuous Improvement:

• Support internal communications, product knowledge sessions, and team collaboration.
• Identify and resolve potential issues proactively, escalating as needed.
• Master company software and tools to support business operations.
• Develop and present initiatives for community involvement and team engagement.

General Requirements:

• 9:00AM - 5:00PM (Monday - Friday)
• Ensure showroom, vans, and external storage is locked.
• Maintain company dress code policy at all times.
• Must be able to lift up to up to 45lbs

Education:

• Bachelor's degree in Marketing, Communications, Business Administration, or a related field. Equivalent experience may also be considered.

Experience:

• Minimum 1-3 years of experience in a similar role, with a focus on administrative tasks and/or marketing/social media management.

Desirable Traits:

• Enthusiastic about marketing and content creation with a willingness to learn and grow.
• Strong interpersonal skills and the ability to build relationships across the company and with external stakeholders.
• Self-motivated and proactive, with a positive attitude toward challenges.

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with social media platforms (Facebook, Instagram, LinkedIn, Twitter).
• Familiarity with content management tools (e.g., Canva, Adobe Suite) is a plus.
• Knowledge of marketing tools like Later, or similar social media management platforms.
• Comfortable using project management software (e.g., BuilderTrend) and Google Calendar.

Organizational Skills:

• Strong attention to detail, with the ability to handle multiple tasks and prioritize effectively.

Communication Skills:

• Strong written and verbal communication skills, with the ability to tailor messages to different audiences.

Creative Skills:

• Ability to contribute ideas for content creation and marketing campaigns, with a keen eye for design and messaging.

Problem-Solving Skills:

• Ability to identify challenges and propose solutions to improve processes.

Team Player:

• Ability to collaborate effectively with cross-functional teams and external vendors.

Time Management:

• Ability to manage time effectively, meet deadlines, and work independently when necessary.

Adaptability:

• Willingness to take on a variety of tasks and adjust to evolving business needs.

Kindly forward your resume with cover letter and portfolio, via email to

Heartwood Renovations welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.

For more information, check us out online at

Job Types: Full-time, Fixed term contractContract length: 18 months

Pay: $21.00-$26.00 per hour

Expected hours: 36 - 44 per week

Benefits:

• Company events
• Dental care
• Discounted or free food
• Extended health care
• Mileage reimbursement
• On-site parking
• Paid time off
• Vision care

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Ancaster, ON: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Do you have a valid G class license with a clean drivers abstract?

Experience:

• Marketing: 1 year (required)

Language:

• English (required)

Work Location: In person