Marketing Programs and CRM Operations Administrator

NBBJ is an award-winning design firm recognized as a TIME100 Most Influential Company, a Fast Company Most Innovative Architecture Firm and a two-time 2025 AIA National Honor Award recipient. These recognitions reflect our purpose-driven approach that, fueled by ideas and a culture of collaboration, creates healthy buildings, strong communities and a resilient environment. That’s where you come in. With leading clients, diverse colleagues and offices in creative capitals around the globe, a career at NBBJ will inspire you to be extraordinary. You can learn more about our firm, see what it’s like to work here and explore recent projects and ideas at NBBJ.com. Join us to make an impact today! 

The role at a glance
NBBJ’s Marketing Operations Team is looking for a Marketing Programs & CRM Operations Administrator to support the operation of firmwide marketing programs and our customer relationship management system. This role combines program management and coordination with hands-on CRM data operations, including record maintenance, routine reporting, data-quality checks, and basic user support.

The successful candidate will be organized, dependable, detail-oriented, and comfortable coordinating with marketing staff, Market Leaders, and other firm stakeholders. This role is an important part of the Marketing Operations team’s “engine room,” helping keep initiatives moving and data accurate so that senior team members can focus on systems strategy, analytics, technology enablement, and insight.

In your new role, you will:

Marketing Programs and Initiative Coordination
• Coordinate and support firmwide and Marketing Studio initiatives, including:
◦ Collateral and marketing programs, training modules and similar programs
◦ Annual surveys
◦ Firmwide content requests from Finance, Legal, HR, and other groups
• Create and maintain basic project plans, task lists, timelines, templates and owner assignments.
• Track progress, send reminders, document decisions, and follow up on outstanding deliverables.
• Coordinate objectives, dependencies, and resource requirements while partnering with stakeholders to drive successful execution.
• Help include simple measures of success, such as completion rates, response rates, participation, content usage, or basic satisfaction indicators.
• Capture feedback and log small tests or improvements to workflows, templates, and reminder cadences.

Collateral and Content Process Support
• Assist with initiatives that gather, update, organize, and maintain collateral.
• Coordinate requests for updates and track completion across practices and studios.
• Partner with the Marketing Systems Manager on content-system organization and process improvements.

CRM Data Operations and Reporting
• Maintain accurate CRM records based on information received from Market Leaders, marketing staff, Finance, and other authorized sources.
• Produce scheduled reports for studios, practices, and regions, including pipeline lists, activity summaries, and other routine views.
• Run CRM reports and support defined ad hoc requests while encouraging self-service where appropriate.
• Support monthly or recurring checks of prospect and sales information in coordination with Finance and the Marketing Operations Director.

CRM User Support and Enablement
• Serve as a friendly, accessible first point of contact for basic CRM questions, such as how to enter information or locate a report. Document recurring questions, issues, and user feedback.
• Provide basic guidance on required fields, record standards, tagging, and established CRM workflows.
• Escalate complex configuration, reporting, data-model, or workflow issues as needed.

What you will need to succeed
• 3-5 years of experience in marketing operations, marketing project management and coordination, CRM or database administration, in a professional services firm (preferably AEC).
• Strong organization and follow-through, with the ability to manage recurring responsibilities and multiple small initiatives.
• Clear, professional communication skills and comfort sending reminders and follow-ups to peers and leaders.
• Ability to follow established standards consistently and ask questions when expectations are unclear.
• Strong attention to detail in data entry, documentation, reporting, and file organization.
• Ability to work collaboratively with both technical and nontechnical colleagues.
• A dependable, service-oriented approach and willingness to support the successful work of others.

Preferred qualifications
• Experience supporting marketing programs, content operations, proposal development, business development, client relationship management, or communications initiatives.
• Experience administering and maintaining Microsoft Dynamics 365, Deltek Vantagepoint, or another CRM, ERP, or professional-services business system.
• Intermediate proficiency with Microsoft Excel, Power BI, and reporting tools, including creating and modifying reports, dashboards, views, data lists, and analyses.
• Experience with CRM data governance and quality management, including duplicate resolution, field validation, record reconciliation, list maintenance, and data integrity auditing.
• Strong analytical and problem-solving skills, with the ability to troubleshoot data issues, and recommend process improvements.
• Experience coordinating surveys, training programs, events, firmwide information requests, or cross-functional data collection efforts.
• Ability to manage multiple priorities, maintain attention to detail, and work effectively with stakeholders across marketing, business development, operations, and leadership teams.

We believe that all NBBJ employees should love their work. This means not only loving what you do but having pride in your workplace. We strive to be that irresistible place to work by enhancing your employee experience with customized programs and comprehensive benefits. In addition to 100% covered employee healthcare costs and 401k contributions, we offer unique professional development opportunities, volunteer opportunities and access to leading technology and resources to further help you love your work and advance your career.

• NBBJ has been named three times by Fast Company as one of the most innovative architecture firms.
• Founded in 1943, our first office opened over 75 years ago in Seattle, Washington. We now have over 10 office locations around the globe.
• We are a transdisciplinary, cross-practice focused firm with a deep portfolio of Civic & Cultural, Commercial, Corporate, Healthcare, Higher Education, Science and Technology, Sports, and Urban Environment projects. We also have several areas of service expertise including: Architecture, Environmental Graphic Design, Interior Design, Lighting Design, Workplace Consulting and more.
• In the past decade, NBBJ has received more than 300 awards from leading global, national and regional award programs across the business, real estate and design communities.
• We work with 5 of the top global high-tech companies, 14 of the U.S. News and World Report Top Hospitals, and 4 of the top 10 highest-ranked learning institutions.
• Our clients include institutional leaders such as Cambridge University, Google, Samsung, Cleveland Clinic, Tencent, and Stanford University.