Industry Relations Project Coordinator

Rocs, Inc.; Arlington (VA); Hybrid; USD 33,000 - 34,000; Full time

Job summary

Rocs, Inc. seeks a detail-oriented Industry Relations Project Coordinator to support administration, project coordination, databases, and sponsorship activities across Industry Relations and Marketing & Communications.

You will manage timelines, keep information accurate, and collaborate with internal and external stakeholders in a nonprofit setting. The role involves maintaining sponsor and partner records, coordinating meetings, and producing routine reports and communications.

Qualifications

• Bachelor's degree preferred; equivalent education, training, and professional experience may be considered.
• 2+ years of administrative support, project coordination, or related experience.
• Nonprofit or association environment experience is a plus.
• Experience with databases, spreadsheets, and project management tools.

Responsibilities

• Coordinate and monitor marketing, communications, and industry relations projects with workplans and timelines.
• Track progress, follow up on tasks, and escalate overdue items.
• Maintain sponsor, partner, exhibitor, vendor, and project information in databases and systems.
• Track deliverables, contracts, deadlines, and approvals; coordinate follow-up activities.
• Provide administrative support for meetings and industry engagement initiatives.
• Schedule meetings, prepare agendas, and maintain documentation.
• Provide timely customer service to members, sponsors, exhibitors, and staff.
• Prepare reports, status updates, and presentations by organizing information.
• Draft and distribute routine communications, proofreading with accuracy.
• Assist in maintaining SOPs, templates, and workflows to improve efficiency.
• Conduct online research and assist with additional initiatives.

Skills

Organizational skills

Attention to detail

Communication

Problem solving

Customer service mindset

Education

Bachelor's degree in a relevant field

Tools

Microsoft Office

CRM/AMS systems

Project management tools

Job description

About the Role

We are seeking a highly organized and detail-oriented Industry Relations Project Coordinator to provide administrative, project coordination, database, and sponsorship support across Industry Relations and Marketing & Communications. This role is ideal for someone who enjoys keeping projects organized, managing deadlines and deliverables, maintaining accurate information, and working with a variety of internal and external stakeholders in a collaborative nonprofit environment.

Responsibilities

• Coordinate and monitor marketing, communications, and industry relations projects by maintaining workplans, timelines, task assignments, documentation, and status updates.
• Track project progress, follow up on outstanding tasks, and **escalate** overdue items or potential issues to the appropriate team members.
• Maintain accurate sponsor, partner, exhibitor, vendor, and project information within databases, association management systems, and project management platforms.
• Track sponsorship, partnership, Patron, and exhibit deliverables, including contracts, agreements, deadlines, benefits, materials, approvals, and follow-up activities.
• Provide administrative and logistical support for Patron meetings, Industry Advisory Council meetings, sponsorship and exhibit activities, and other industry engagement initiatives.
• Schedule meetings, prepare agendas and materials, track action items, and maintain project and meeting documentation.
• Respond to routine questions from members, sponsors, exhibitors, vendors, and internal staff, providing timely and professional customer service.
• Prepare routine reports, status updates, correspondence, presentations, and other project materials by collecting, organizing, and validating information.
• Draft, edit, proofread, and distribute routine communications and documentation, utilizing AI-assisted tools such as Microsoft Copilot when appropriate and reviewing all content for accuracy.
• Assist with maintaining standard operating procedures, templates, workflows, and other resources to improve team efficiency.
• Conduct online research and assist with additional administrative and project-based initiatives as needed.

Qualifications

• Bachelor's degree in a relevant field preferred; equivalent education, training, and professional experience may be considered.
• 2+ years of experience in administrative support, project coordination, program support, marketing, communications, or a related business environment preferred.
• Experience in an association or nonprofit environment is a plus.
• Strong organizational and project coordination skills with the ability to manage multiple priorities, deadlines, and deliverables while maintaining accuracy.
• Experience maintaining records, tracking deliverables, or coordinating processes using databases, spreadsheets, CRM/association management systems, or project management tools.
• Excellent written, verbal, and interpersonal communication skills with a strong customer-service mindset.
• Strong problem-solving skills and the ability to independently research issues and identify solutions.
• Proficiency with Microsoft Office, including Teams, SharePoint, Word, Excel, PowerPoint, and Outlook.
• Comfortable learning and utilizing databases, project management platforms, and other technology tools.
• Detail-oriented, dependable, and proactive, with the ability to work effectively both independently and as part of a team.
• Comfortable working in a fast-paced environment with shifting priorities and fluctuating workloads.

Full-time, Hybrid

$24-25hr