Marketing Coordinator

Ware Malcomb; San Diego (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

Ware Malcomb is seeking a Marketing Coordinator to support firmwide marketing activities, including proposals, presentations, brochures, and social media. The role collaborates with the Corporate Marketing Team in Irvine and other offices across the Americas.

You will strategize RFQs/RFPs, lead interview prep, and create marketing materials, while coordinating photography and media efforts to raise market visibility. This is a full-time, long-term position in a dynamic design firm.

Qualifications

• Minimum of 4 years of marketing experience in the AEC or professional services industries.
• Bachelor’s Degree in Business, Marketing, Communications or related field of study.
• Expertise with Adobe InDesign and Microsoft Office software programs.
• Experience with proposal/technical writing preferred.
• RFP/pursuit strategy expertise with client focused mentality.

Responsibilities

• Plan and execute RFQ/RFP processes and client interviews/presentations.
• Lead interview preparation and serve as Marketing main point of contact for select offices.
• Create marketing collateral and maintain library of proposals, brochures, and presentations.
• Coordinate photography, media relations, social posts, and press materials.
• Update website and intranet content, oversee external/internal communications tools.
• QA/QC review of fee proposals.

Skills

Marketing experience

Proposal writing

RFP strategy

Client-focused

Team collaboration

Communication skills

Education

Bachelor’s Degree in Business, Marketing, Communications or related field

Tools

Adobe InDesign

Microsoft Office

Deltek Vantagepoint

HubSpot CRM

Job description

Are you ready to join a growth-oriented team where creativity meets innovation? At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry. Discover our vibrant culture to get an inside look into life at Ware Malcomb and the programs we offer. https://waremalcomb.com/life-at-ware-malcomb/

The Marketing Coordinator provides support firmwide. Marketing functions include proposals, presentations, brochures, industry event registration & planning, photography coordination, website, social media, press/media, awards/rankings, videos, as well as other communication and marketing tools. As a member of the Corporate Marketing Team, the Marketing Coordinator will frequently collaborate and communicate with the Corporate Marketing Team in the firm’s headquarters in Irvine, California, as well as other office locations across the Americas.

Your Role

• Work with Marketing Leaders and Technical Staff to strategize and execute Request for Proposals, Request for Qualifications and Client Interviews/Presentations.
• Lead interview preparation process.
• Serve as Marketing main point of contact for select offices.
• Hold regular touch base meetings to support overall marketing efforts and increase market visibility through media, press, photography, etc.
• Be responsive to requests and understand the key market types and projects for select offices.
• Produce customized marketing material (i.e. brochures, flyers, presentations, etc.) and maintain library of marketing material for designated offices and firmwide use.
• Create project descriptions, case studies, blog posts and award write ups.
• Coordinate professional photography of projects for various offices, including contracts and cost-sharing, as well as maintaining a library of marketing materials (i.e. photography, renderings, etc.) on digital asset management site (OpenAsset).
• Content creation, posting, and monitoring of social media channels (LinkedIn, Facebook, X/Twitter, YouTube, Pinterest, Instagram, etc.)
• Gather information and oversee client approval requests for project and personnel press releases for various offices.
• Lead coordination, production and distribution of external and internal communications tools (flyers, advertisements, emailers, video, etc.)
• Lead preparation of award submittals and firm rankings for various offices.
• Assist with research, collateral development and execution of marketing initiatives for new office and services.
• Updating of marketing content on website and social intranet.
• Assist in client, competition, media, product and trends research.
• Data entry in Deltek Vantagepoint and CRM database including client, project and employee information. Track and register Business Development Leaders for industry association events and conferences.
• Provide QA/QC review of fee proposals.

Qualifications

• Minimum of 4 years of marketing experience in the AEC or professional services industries.
• Bachelor’s Degree in Business, Marketing, Communications or related field of study.
• Expertise with Adobe InDesign and Microsoft Office software programs.
• Experience with proposal/technical writing preferred.
• RFP/pursuit strategy expertise with client focused mentality.
• Experience in AEC industry a plus.
• Experience with Deltek Vantagepoint and HubSpot CRM a plus.
• Excellent written, verbal and interpersonal communication skills.
• Self-starter/proactive.
• Thrives in a fast-paced environment and manages time effectively.
• Positive, collaborative, team-oriented and professional demeanor.
• Ability to delegate and oversee delegated assignments.

This is a full-time, long-term position.

Established in 1972, Ware Malcomb is a dynamic, forward-thinking commercial real estate design firm providing professional architecture, interior design, civil engineering, branding, building measurement, structural engineering and MEP engineering services to clients throughout the world. With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, hospitality and public/institutional projects.

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.

The compensation range is $70k-$90k, plus benefits. Read more about Life at Ware Malcomb. The final agreed upon compensation is based on individual education, qualifications, experience, licensing, project specialty/complexity and work location. We may exceed the posted compensation range for candidates who surpass the posted requirements. At Ware Malcomb, certain roles are bonus eligible.