Marketing Project Coordinator

Overview

We are currently seeking a Marketing Project Coordinator with up to 4 years of experience to be part of our Marketing Division in our Tampa or West Palm Beach, FL office.

At WGI, you will find talented, passionate associates providing exceptional service in collaborative, team-driven environments, all while having fun and enjoying the work they do. We work to stay ahead of the curve by investing in the latest tools and technology. As one of the nation’s top consulting firms, we consistently strive to promote efficiency, cultivate a culture our associates can proudly embrace, and empower our associates to advance their career growth at WGI, and beyond.

WGI is always looking for remarkable individuals to join our team and help us grow in our vision. If you think you are an innovative, self-motivated team player and want to shape your community, join our WGI team today!

WGI offers a complete Benefits package including Medical, Dental, Vision, LTD & STD, Life Insurance, 401k with match, PTO, Holidays, HSA with company contribution, Pet insurance, and an Employee Assistance Program.

Responsibilities

The Marketing Coordinator is the organizational backbone of WGI's Marketing and Creative teams. Working closely with our Digital Marketing Coordinator and Creative Production team, this role keeps requests, tasks, files, and timelines moving so the team can focus on producing great work. You will be hands-on every day in Asana, HubSpot, Adobe Creative Cloud, and Microsoft 365, and you will use AI tools such as Claude and Microsoft Copilot to work faster and smarter. This is a fast paced position and a great opportunity for a highly organized person who wants to learn marketing from the ground up at a growing, technology-forward firm.

Request Intake & Task Coordination

• Serve as a first point of contact for marketing and creative requests submitted through forms, email, and Teams, and log each one in Asana with complete details, due dates, and owners.
• Create and maintain Asana tasks, projects, and templates; keep statuses, assignees, and due dates current and follow up on open items so nothing slips.
• Track deliverables that depend on associates outside the marketing team and send reminders to keep timelines on track.
• Capture notes and action items from team meetings and turn them into assigned Asana tasks.

Creative & Production Support

• Prepare and route production orders for print collateral, business cards, signage, and promotional items; coordinate quotes, proofs, and deliveries with vendors.
• Make basic updates to existing templates in Adobe InDesign, Photoshop, Illustrator, and Express (text edits, resizing, headshot swaps, exports) under the direction of the creative team.
• Schedule photography, video, and headshot sessions and coordinate logistics with associates and vendors.
• Maintain the shared asset library, including file naming, folder structure, and archiving finished work, so brand-approved assets are easy to find.

Digital Marketing & CRM Support

• Maintain contact records, lists, and form submissions in HubSpot, cleaning up duplicates and keeping data accurate.
• Assist with scheduling social media posts, email sends, and website content updates as directed.
• Proofread digital and print content for spelling, grammar, and brand consistency before release.

AI & Process Efficiency

• Use AI tools such as Claude and Microsoft Copilot daily to draft first versions of content, summarize meetings, organize information, and speed up routine tasks.
• Identify repetitive administrative work and recommend ways to streamline or automate it using AI, Asana rules, and forms.
• Document team processes and keep how-to guides, checklists, and templates up to date.
• Stay current on new AI features in the tools we use every day and share tips with the team.

Events & General Administration

• • Support conference and tradeshow logistics, including registrations, booth materials, shipping, and post-event follow-up.
  • Assist with gathering project information, photos, and staff details from newly acquired firms for marketing use.
  • Track marketing purchase requests and vendor invoices.
  • Schedule meetings, manage team calendars, and provide general administrative support to the Marketing and Creative teams.
  • Help coordinate internal culture, team-building, and community involvement events as needed.

Qualifications

Education and Experience

• High school diploma required; Associate's or Bachelor's degree in Marketing, Communications, Business, or a related field preferred, or equivalent experience.
• Up to 4 years of experience in an administrative, coordinator, or marketing support role. Internships count.
• Experience in a professional services, engineering/AEC, or agency environment is a plus.

Skills and Competencies

• Exceptional organization and attention to detail, with reliable follow-through.
• Experience with, or a strong willingness to learn, AI tools such as Claude, ChatGPT, or Microsoft Copilot to increase efficiency.
• Proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint).
• Experience with project management software; Asana preferred.
• Familiarity with HubSpot or another CRM is a plus.
• Working knowledge of Adobe Creative Cloud (InDesign, Photoshop, Illustrator, or Express) is preferred but not required.
• Strong written communication and proofreading skills.
• Ability to manage multiple requests and deadlines in a fast-paced environment.

Personal Attributes

• Curious and eager to learn new tools and technology.
• Proactive self-starter who follows up without being asked.
• Service-minded team player who is comfortable supporting multiple people and priorities.
• Takes ownership of the details and helps keep the whole team organized.

Applicants must be currently authorized to work in the U.S. on a full-time basis. We are unable to sponsor or take over the sponsorship of employment visas

WGI is anEqual Opportunity Employer/Veterans/Disabled.

Physical Demands:

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in an office setting. Hand-eye coordination is necessary to operate a computer, keyboard and mouse. Use of a telephone headset will allow for virtual communication with team members through Zoom and/or Microsoft Teams. While performing the duties of this job, the employee is often required to sit for prolonged periods, use hands/fingers to handle, feel or operate objects, tools or controls and reach with hands and arms, speak and hear. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.