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Marketing Coordinator


The role of this individual will be to assist the Marketing team with activities including, but not limited to: internal and external communication, coordination of seminars and events, management and distribution of marketing collateral, vendor coordination, invoice tracking and other administrative responsibilities. The ideal candidate will have excellent organization skills, a strong detail orientation as well as dedication and a strong work ethic.


Marketing Support

  • Maintain and organize marketing files and materials, both hard copy and electronic
  • Manage the collateral process, working with designers and printers to deliver high-quality material on time
  • Maintain inventory of marketing materials and promotional items
  • Create monthly usage and inventory reports for marketing and promotional materials
  • Organize fulfillment and shipment of marketing materials
  • Follow up with clients to ensure timely receipt of marketing materials
  • Lead a cross-functional inventory committee to ensure proper forecast for inventory needs
  • Manage request of proposals and quote from vendors
  • Maintain a dashboard, vendor invoice tracking and PO process for marketing (printing, shipping, storing materials)
  • Present invoice monthly reports
  • Oversee travel budget for the Insurance Division (includes creation of weekly reports)
  • Maintain understanding of company products and marketing initiatives including events, communication, seminars, conferences, and product launches
  • Support PR efforts by scheduling interviews with spokespeople
  • Assist with execution and coordination of other marketing activities and materials as needed
  • Receive and distribute UPS/FedEx packages for marketing area
  • Perform general clerical duties to include but not limited to photocopying, scanning, faxing, mailing, and filing

Client Seminars and Visits

  • Support all logistics for client seminars and client trips to head office (includes hotel reservations, transportation arrangement, coordination of itineraries, follow up directly with clients)
  • Assist with coordination of annual conferences (includes tracking attendee lists, food preferences, flights coordination)
  • Prepare and follow up on check requests with finance department
  • Manage set up of conference room for client seminars and prepare related documentation (includes preparation of sales kits, agendas, name badges, audio test, power point presentation)
  • As required, be able to confidently and professionally present to clients the inventory request process
  • Organize cafeteria service as required

Sales Support

  • Maintain Marketing Intranet and distribute new materials to Sales Teams
  • Assist in management of Client database
  • Assist with edits to sales materials including power points, letters, agendas and other materials as needed
  • Act as a primary point of contact for clients requesting marketing materials



Education and Experience/Necessary Skills

  • Experience coordinating collateral, printing and event participation a plus
  • Excellent verbal and written communication skills in English and Spanish
  • Highly organized, strong attention to detail and commitment to delivering a consistent and quality product
  • Service minded and ability to thrive in a demanding environment requiring high degree of deadline-driven productivity, commitment, adaptability, communication, initiative and follow-through
  • Positive attitude, approachable and ability to work well independently
  • Working knowledge of Microsoft Word, Excel, PowerPoint and web applications
  • College degree preferred
  • Portuguese Proficiency a plus





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