Marketing Programs and CRM Operations Administrator

Jobvite, Inc.; Columbus (OH); On-site; USD 65,000 - 90,000; Full time

Job summary

NBBJ is seeking a Marketing Programs & CRM Operations Administrator to support the operation of firmwide marketing programs and our CRM system. This role blends program management and hands-on data operations, with reporting, data quality checks, and user support.

The successful candidate will be organized, dependable, and able to coordinate with marketing staff, Market Leaders, and stakeholders to keep initiatives moving and data accurate.

Qualifications

• 3–5 years of experience in marketing operations and CRM coordination.
• Strong organization and follow-through with recurring responsibilities.
• Clear, professional communication and collaboration with stakeholders.

Responsibilities

• Maintain CRM records and run routine reports for studios, practices, and regions.
• Support CRM data quality checks, data governance, and ad hoc requests.
• Provide user support and basic guidance on CRM workflows and fields.
• Coordinate marketing programs, collateral, and content requests with stakeholders.
• Develop simple project plans, timelines, and owner assignments; track progress.

Skills

Marketing operations

Project coordination

CRM administration

Tools

Microsoft Dynamics 365

Deltek Vantagepoint

Power BI

Microsoft Excel

Job description

NBBJ is an award-winning design firm recognized as a TIME100 Most Influential Company, a Fast Company Most Innovative Architecture Firm and a two-time 2025 AIA National Honor Award recipient. These recognitions reflect our purpose-driven approach that, fueled by ideas and a culture of collaboration, creates healthy buildings, strong communities and a resilient environment. That’s where you come in. With leading clients, diverse colleagues and offices in creative capitals around the globe, a career at NBBJ will inspire you to be extraordinary. You can learn more about our firm, see what it’s like to work here and explore recent projects and ideas at NBBJ.com. Join us to make an impact today!

The role at a glance

NBBJ’s Marketing Operations Team is looking for a Marketing Programs & CRM Operations Administrator to support the operation of firmwide marketing programs and our customer relationship management system. This role combines program management and coordination with hands‑on CRM data operations, including record maintenance, routine reporting, data‑quality checks, and basic user support.

The successful candidate will be organized, dependable, detail‑oriented, and comfortable coordinating with marketing staff, Market Leaders, and other firm stakeholders. This role is an important part of the Marketing Operations team’s “engine room,” helping keep initiatives moving and data accurate so that senior team members can focus on systems strategy, analytics, technology enablement, and insight.

In your new role, you will:

Marketing Programs and Initiative Coordination

• Coordinate and support firmwide and Marketing Studio initiatives, including:
  • Collateral and marketing programs, training modules and similar programs
  • Annual surveys
  • Firmwide content requests from Finance, Legal, HR, and other groups
• Create and maintain basic project plans, task lists, timelines, templates and owner assignments.
• Track progress, send reminders, document decisions, and follow up on outstanding deliverables.
• Coordinate objectives, dependencies, and resource requirements while partnering with stakeholders to drive successful execution.
• Help include simple measures of success, such as completion rates, response rates, participation, content usage, or basic satisfaction indicators.
• Capture feedback and log small tests or improvements to workflows, templates, and reminder cadences.

Collateral and Content Process Support

• Assist with initiatives that gather, update, organize, and maintain collateral.
• Coordinate requests for updates and track completion across practices and studios.
• Partner with the Marketing Systems Manager on content‑system organization and process improvements.

CRM Data Operations and Reporting

• Maintain accurate CRM records based on information received from Market Leaders, marketing staff, Finance, and other authorized sources.
• Produce scheduled reports for studios, practices, and regions, including pipeline lists, activity summaries, and other routine views.
• Run CRM reports and support defined ad‑hoc requests while encouraging self‑service where appropriate.
• Support monthly or recurring checks of prospect and sales information in coordination with Finance and the Marketing Operations Director.

CRM User Support and Enablement

• Serve as a friendly, accessible first point of contact for basic CRM questions, such as how to enter information or locate a report. Document recurring questions, issues, and user feedback.
• Provide basic guidance on required fields, record standards, tagging, and established CRM workflows.
• Escalate complex configuration, reporting, data‑model, or workflow issues as needed.

What you will need to succeed

• 3-5 years of experience in marketing operations, marketing project management and coordination, CRM or database administration, in a professional services firm (preferably AEC).
• Strong organization and follow-through, with the ability to manage recurring responsibilities and multiple small initiatives.
• Clear, professional communication skills and comfort sending reminders and follow-ups to peers and leaders.
• Ability to follow established standards consistently and ask questions when expectations are unclear.
• Strong attention to detail in data entry, documentation, reporting, and file organization.
• Ability to work collaboratively with both technical and non‑technical colleagues.
• A dependable, service‑oriented approach and willingness to support the successful work of others.

Preferred qualifications

• Experience supporting marketing programs, content operations, proposal development, business development, client relationship management, or communications initiatives.
• Experience administering and maintaining Microsoft Dynamics 365, Deltek Vantagepoint, or another CRM, ERP, or professional‑services business system.
• Intermediate proficiency with Microsoft Excel, Power BI, and reporting tools, including creating and modifying reports, dashboards, views, data lists, and analyses.
• Experience with CRM data governance and quality management, including duplicate resolution, field validation, record reconciliation, list maintenance, and data integrity auditing.
• Strong analytical and problem‑solving skills, with the ability to troubleshoot data issues, and recommend process improvements.
• Experience coordinating surveys, training programs, events, firmwide information requests, or cross‑functional data collection efforts.
• Ability to manage multiple priorities, maintain attention to detail, and work effectively with stakeholders across marketing, business development, operations, and leadership teams.