Marketing and Event Coordinator

Marketing And Events Coordinator

The Marketing and Events Coordinator supports the Marketing Director and marketing team by coordinating marketing operations, maintaining departmental systems and records, assisting with internal communications, supporting company events, managing swag and apparel programs, and contributing to employee engagement and community outreach initiatives.

This position plays a key role in promoting Dynalectric Oregon's brand, culture, and employee experience by ensuring marketing initiatives are organized, professionally executed, and aligned with company objectives. The Marketing and Events Coordinator serves as a reliable resource to internal departments and helps maintain the systems, processes, and communications that support the marketing team's success.

Essential Duties & Responsibilities

Marketing Administration & Department Support

• Maintain marketing file organization, digital asset libraries, departmental records, and document retention systems.
• Create and maintain forms, spreadsheets, Smartsheets, databases, and other administrative tools that support marketing operations.
• Track and coordinate marketing requests from internal departments and assist with project execution.
• Manage departmental reports, schedules, tracking systems, and administrative records.
• Prepare, format, and maintain PowerPoint presentations, reports, and marketing materials for internal use.
• Coordinate and distribute internal New Project Announcements.
• Maintain marketing calendars, project trackers, and workflow systems.
• Assist with office branding, signage, and workplace appearance initiatives.
• Ensure accuracy and consistency of marketing documents and brand standards.
• Maintain confidentiality when handling employee information, internal communications, and company records.

Internal Communications & Brand Support

• Assist with LinkedIn content planning, content creation, scheduling, and social media support.
• Help collect and organize project photos, employee highlights, field stories, and company news for future marketing use.
• Support internal communication campaigns, employee announcements, event promotions, and company-wide initiatives.
• Assist with maintaining brand consistency across presentations, documents, digital assets, apparel, signage, and promotional materials.
• Support multimedia projects, including photography and video production, by assisting with planning, logistics, and on-site coordination.

Swag, Apparel & Inventory Management

• Own and maintain the Swag Log Smartsheet, including approval tracking, order management, and delivery verification.
• Process and fulfill internal swag requests through the Swag App.
• Maintain accurate inventory records for branded merchandise and promotional materials.
• Conduct routine inventory counts and proactively reorder products as needed.
• Coordinate employee apparel programs, including the annual Company Apparel Buy and bi-monthly Field Buys.
• Manage new-hire swag bag inventory and distribution.
• Maintain employee apparel sizing records and ensure information remains current.
• Coordinate with vendors regarding quotes, orders, deliveries, and issue resolution.
• Track spending and maintain records related to swag and apparel purchases.

Events & Community Engagement

• Maintain the Events Calendar Smartsheet and proactively track tasks, deadlines, and event milestones.
• Coordinate event logistics, including vendor communication, purchasing, scheduling, registrations, setup, cleanup, and on-site event support.
• Support company events including:
• Winter Gala
• Management Retreat
• Summer BBQ
• Safety Expo
• Employee appreciation events
• Other company-sponsored activities
• Assist with seasonal and holiday initiatives, including office decorations, employee gifts, toy drives, holiday cards, catered lunches, and Thanksgiving pie distribution.
• Assist with planning and coordinating recruiting events, job fairs, trade shows, school partnerships, and workforce development activities.
• Coordinate charitable sponsorship participation, including approvals, registrations, payment requests, employee signups, and event communication.
• Support community outreach programs and company-sponsored volunteer activities.
• Collect event feedback and assist with post-event evaluations and documentation.

Success in This Role

Success in this position is demonstrated through:

• Organized and accurate marketing systems and records.
• Timely completion of assigned projects and requests.
• Professional and responsive communication with internal and external stakeholders.
• Accurate inventory management and order tracking.
• Well-executed company events and employee engagement activities.
• Consistent follow-through on commitments and deadlines.
• Strong support of Dynalectric Oregon's culture, brand, and employee experience.

Qualifications

• BSc/BA preferred, but not required
• Solid understanding of marketing principles
• Good knowledge of MS Office 365 suite
• Knowledge of Bluebeam Revu preferred
• Event experience preferred
• Experience in Adobe Illustrator and InDesign preferred, but not required
• Strong data entry skills
• Outstanding verbal and written communication skills
• Excellent customer service skills
• Excellent organizational and time-management skills
• Ability to multi-task in a fast-paced work environment
• Must be a self-starter and able to work with different departments

Physical Demands

The physical demands described here are representative of those that must be met by a Marketing and Events Coordinator to successfully perform the essential functions of this job.

The MEC is occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Direct reports

None. The MEC will report to the Marketing Director.

Work Environment

Mostly office-based. Typical working hours for the Marketing and Events Coordinator may vary. Generally, Monday – Friday during normal business hours, but when deadlines approach, they may be required to work much longer hours, including some weekend work. Some travel may be required for training/continuing education.

Benefits

• Health & Welfare (medical, dental & vision)
• 401(k)
• 401(k) match
• Paid time off
• Paid holidays
• Flexible spending accounts
• Life insurance
• Disability insurance
• Employee assistance program

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.

Affirmative Action Policy

Please review our Affirmative Action Policy.

Notice to Prospective Employees

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process – it is probably fraudulent.