Marketing & Administration Coordinator

Job Description

Job Description

Here at DIALOG, we are passionate about design and believe it can and should meaningfully improve the wellbeing of our communities and the environment we all share.

 

We are a multi-disciplinary practice of architects, interior designers, urban designers and planners, structural, mechanical and electrical engineers, landscape architects and sustainability experts who design for community wellbeing and urban vibrancy. We are a fun-loving bunch of big thinkers and city-shapers, who are collaborative in our approach, diverse in our perspectives, aspirational in our pursuits, and optimistic about what’s next. We’re always looking for passionate people who share our values and care as much about our communities as we do. We're proud to be a Certified B Corporation and Canada's Greenest Employers, committed to using our design practice as a force for good in the world.

We are seeking an organized and detail-oriented Marketing & Administration Coordinator to join our team. Working closely with architects, urban designers, interior designer, and firm leadership, you will play a key role in researching, coordinating and producing proposals, qualifications packages, presentations, and other pursuit materials that showcase our expertise and vision. In addition to supporting marketing and business development efforts, you will contribute to the day-to-day administration of our studio, helping ensure a professional, organized, and collaborative environment. The ideal candidate is an exceptional writer, strong communicator, and proactive problem solver with an interest in architecture, engineering, and construction industry.

How you'll make a difference:Marketing & Proposal Support

• Support pursuit planning, strategy development, and proposal production through research, coordination, content development, and collaboration with project teams across the firm.
• Draft, edit, and proofread proposal content including cover letters, executive summaries, project descriptions, team qualifications, resumes, interview materials, and other pursuit-related content.
• Coordinate and produce proposals, qualifications packages, and presentation materials in collaboration with project teams across the firm.
• Maintain our customer relationship management database for contact information, opportunity tracking, and proposal production.
• Collaborate with and support marketing team members across the larger marketing team on practice-wide marketing projects and campaigns.
• Assist with industry/client/market sector research.
• Coordinate pursuit schedules, deadlines, and submission requirements.
• Review RFQs/RFPs and develop compliance matrices and submission checklists.
• Develop resumes, project sheets, references, and other proposal content.
• Support interview preparation, presentation development, and pursuit logistics.
• Maintain proposal templates, boilerplate content, and marketing collateral.

Administration Support

• Support meeting and event coordination.
• Assist with office supply ordering and vendor coordination.
• Coordinate shipping, deliveries, and administrative logistics.
• Assist studio leadership with general administrative support as needed.

Who you are:

• 3-5 years of experience in marketing, proposals, business development, or communications within a professional services environment.
• Strong business writing, editing, and proofreading skills with exceptional attention to detail.
• Highly organized with strong project management and time management abilities.
• Demonstrated ability to manage multiple concurrent pursuits and deadlines in a fast-paced, deadline-driven environment with minimal supervision.
• Strong visual communication skills and proficiency in Adobe InDesign.
• Proficiency in Microsoft Office, including Word, PowerPoint, and Excel.
• Professional and confident communicator with strong interpersonal skills.
• Experience with CRM platforms such as Unanet or similar systems is an asset.
• Experience in architecture, engineering, planning, landscape architecture, construction, real estate, or a related professional services environment is strongly preferred.
• A self-starter, who is willing to roll up your sleeves and get stuff done!

At DIALOG, we believe compensation should reflect the unique talent each person brings to our team. We look at annual market data to understand how different roles are compensated in our industry, but we also recognize that your experience, skills, location, and the impact you make all play a part in shaping your total rewards. Because of this, final offers may differ from the ranges listed - we want to make sure everyone is recognized in a manner that is fair, competitive, and true to the value they bring.

Don’t meet every single requirement? We still encourage you to apply! We’re looking for future DIALOGers who are eager to learn, bring unique perspectives, and want to make a real difference in the world—even if your experience doesn’t align perfectly with every qualification.

 

Perks & Benefits

401k matching, opportunities for full-time employees to participate and select from a range of comprehensive health, dental, and insurance benefits, encouraged work/life balance with gifted time off during the holiday season, and reimbursement for professional memberships and dues are just a few of the benefits that DIALOGers enjoy.

 

Professional Development

DIALOG offers continued professional growth through leadership development opportunities specifically designed for our collaborative culture. Among others, some of our programs include: CoachDIALOG which equips our coaches with essential communication and feedback strategies for building great teams; Integrateducation™ supports DIALOGers in accredited continuing education opportunities; technical skills development via e-learning pathways; and financial support for relevant external learning opportunities. 

 

Equal Opportunity

DIALOG celebrates diversity and is an equal opportunity employer. We are committed to an inclusive environment for all, free of discrimination and harassment. Employment-related decisions are made without regard to sex, religion, ethnicity, sexual orientation, disability, age and race. In accordance with DIALOG’s Accommodation Policy, accommodations for people with disabilities are available upon request for candidates throughout the selection process.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.