Marketing Coordinator

POSITION DESCRIPTION

Marketing Coordinator

REPORTS TO

President or designated leader

WORKS CLOSELY WITH

Sales, Preconstruction, Project Teams and Leadership

EMPLOYMENT TYPE

Full-time

LOCATION

San Leandro, CA

Position Summary

The Marketing Coordinator supports CoBUILD’s business development and growth efforts by coordinating pursuits, producing high-quality proposals and presentations, maintaining accurate marketing and CRM information, and keeping the company’s project and brand assets current. This role is the central point of coordination for marketing deliverables—organizing inputs from Sales, Preconstruction, project teams and leadership; managing deadlines; and ensuring every external-facing document is accurate, professional, on brand and responsive to the opportunity.

Key Responsibilities

Proposal and Pursuit Coordination

- Own the administrative workflow for RFQs, RFPs, SOQs, bids and other pursuits from the GO decision through submission and archive.

- Create the pursuit folder structure; review solicitation requirements; develop the compliance checklist, table of contents, schedule and milestone calendar; and assign or track ownership of each requirement.

- Schedule and facilitate pursuit kickoff meetings in coordination with Sales and Preconstruction, and communicate deadlines, open items, bid questions, addenda and changes to the pursuit team.

- Collect project-specific information and required operational deliverables, including schedules, pricing, job-walk information, forms and supporting documentation.

- Draft, tailor and assemble proposal content using approved boilerplate, differentiators, project profiles, team resumes, case studies and win themes developed with Sales and subject-matter experts.

- Confirm that mandatory forms, signatures, compliance requirements and client instructions are complete, accurate and reflected in the final package.

- Coordinate final QA/QC for completeness, accuracy, consistency, grammar, formatting and brand compliance; submit or support submission by the deadline.

- Archive final packages and save strong new response language, templates and materials to the proposal-component library for future use.

Interview and Presentation Support

- Coordinate interview preparation, including rehearsal dates, calendar invitations, agendas, milestones and follow-up actions.

- Develop and format interview slide decks, presentation boards, organizational charts, project sheets and other visual materials in collaboration with the pursuit team.

- Gather reference materials, sample forms and backup documents; prepare printed and digital materials; and coordinate final technology and audiovisual checks.

- Document interview questions and lessons learned, update the marketing library, and draft post-interview thank-you communications for relationship-owner approval.

Marketing Content, Brand and Social Media

- Create and update marketing collateral, templates, brochures, project profiles, case studies, email communications and other sales-support materials.

- Develop stories and copy for CoBUILD’s company and leadership LinkedIn presence, website, project announcements and other approved channels.

- Maintain brand consistency across proposals, presentations, signage, forms, digital content and printed materials; coordinate with outside graphic, writing, website or photography resources when needed.

- Support email and print campaigns, client communications, public relations and advertising initiatives as directed.

- Stay current on relevant marketing practices and recommend practical improvements to tools, templates, workflows and content.

Project Information and Marketing Asset Management

- Maintain the photo-intake and tracking system and coordinate photography or videography of completed projects as needed.

- Collect and maintain current project data, including project descriptions, key metrics, services, client references, testimonials, team experience and building information.

- Maintain current employee bios, resumes and headshots, including relevant project experience for use in pursuits.

- Organize and maintain CoBUILD’s shared marketing files, proposal library, project profiles, presentations, boilerplate, templates and final deliverables so materials are current and easy to locate.

CRM, Pipeline and Reporting Support

- Maintain accurate contact, company, lead, opportunity, pursuit and project information in BUILDR, HubSpot or other designated systems.

- Update pursuit stages and statuses, track proposal outcomes and maintain data needed to report on pipeline activity and win/loss results.

- Maintain clean distribution and invitation lists by resolving duplicate records, completing missing information, correcting returned-mail data and confirming contact details when necessary.

- Prepare information for regular pipeline and marketing workload reviews with leadership, Sales and Preconstruction.

Events and Client Outreach

- Coordinate logistics for client, networking, educational and company events, including invitations, RSVP tracking, materials, vendors and follow-up.

- Support client appreciation initiatives, holiday outreach, project-completion announcements and other relationship-building communications.

- Order, manage and coordinate client and internal SWAG.

Qualifications

- Bachelor’s degree in marketing, communications, business or a related field preferred, or an equivalent combination of education and relevant experience.

- One to five years of marketing coordination, proposal development or communications experience; architecture, engineering, construction or commercial real estate experience strongly preferred.

- Strong writing, editing, proofreading, organization and visual presentation skills.

- Demonstrated ability to manage multiple deadlines, coordinate across departments and produce accurate work in a fast-paced environment.

- Proficiency in Microsoft Word, PowerPoint and Excel; experience with HubSpot or another CRM required.

- Working knowledge of Adobe Creative Suite, particularly InDesign, strongly preferred; experience with Canva, SharePoint, WordPress or similar platforms is a plus.

Core Competencies

- Proactive, resourceful self-starter who follows through and takes ownership.

- Highly organized and detail-oriented, with sound judgment about priorities and deadlines.

- Collaborative team player who communicates clearly with internal and external stakeholders at all levels.

- Calm and solutions-focused under pressure, with a positive, service-oriented approach.

- Professional and discreet when handling sensitive or confidential information.

- Curious and improvement-minded, with the ability to identify better ways to organize and deliver the work.

Indicators of Success

- CoBUILD’s external communications consistently reflect the company’s capabilities, culture and value to clients.

- Pursuit deliverables are complete, accurate, on brand and submitted on time.

- Proposal, presentation, project and employee assets remain current, organized and easy to access.

- CRM and pursuit data is reliable enough to support pipeline decisions and reporting.

- Internal teams receive clear schedules, requirements and follow-up, reducing last-minute surprises and rework.