Marketing Project Coordinator - AI-Driven Campaign Ops

WGI

Tampa (FL)

On-site

USD 42,000 - 66,000

Full time

13 days ago

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Benefits offered by this job

Medical

Dental

Vision

LTD & STD

Life Insurance

401k with match

PTO

Holidays

HSA with company contribution

Pet insurance

Employee Assistance Program

Job summary

WGI is seeking a Marketing Project Coordinator with up to 4 years of experience to join the Marketing Division in Tampa or West Palm Beach, FL. You will help keep requests, tasks, files, and timelines moving while collaborating with the Digital Marketing and Creative teams.

In this fast-paced role, you will use tools like Asana, HubSpot, Adobe Creative Cloud, and Microsoft 365. You’ll draft content with AI, manage schedules, and support events, campaigns, and production workflows to deliver

Qualifications

High school diploma required; Associate's or Bachelor's degree in Marketing, Communications, Business, or related field preferred, or equivalent experience.
Up to 4 years of experience in an administrative, coordinator, or marketing support role. Internships count.
Experience in a professional services, engineering/AEC, or agency environment is a plus.

Responsibilities

Serve as a first point of contact for marketing and creative requests submitted through forms, email, and Teams, and log each one in Asana with complete details, due dates, and owners.
Create and maintain Asana tasks, projects, and templates; keep statuses, assignees, and due dates current and follow up on open items so nothing slips.
Track deliverables that depend on associates outside the marketing team and send reminders to keep timelines on track.
Capture notes and action items from team meetings and turn them into assigned Asana tasks.
Prepare and route production orders for print collateral, business cards, signage, and promotional items; coordinate quotes, proofs, and deliveries with vendors.
Make basic updates to existing templates in Adobe InDesign, Photoshop, Illustrator, and Express (text edits, resizing, headshot swaps, exports) under the direction of the creative team.
Schedule photography, video, and headshot sessions and coordinate logistics with associates and vendors.
Maintain the shared asset library, including file naming, folder structure, and archiving finished work, so brand‑approved assets are easy to find.
Maintain contact records, lists, and form submissions in HubSpot, cleaning up duplicates and keeping data accurate.
Assist with scheduling social media posts, email sends, and website content updates as directed.
Proofread digital and print content for spelling, grammar, and brand consistency before release.
Use AI tools such as Claude and Microsoft Copilot daily to draft first versions of content, summarize meetings, organize information, and speed up routine tasks.
Identify repetitive administrative work and recommend ways to streamline or automate it using AI, Asana rules, and forms.
Document team processes and keep how‑to guides, checklists, and templates up to date.
Stay current on new AI features in the tools we use every day and share tips with the team.
Support conference and tradeshow logistics, including registrations, booth materials, shipping, and post‑event follow‑up.
Assist with gathering project information, photos, and staff details from newly acquired firms for marketing use.
Track marketing purchase requests and vendor invoices.
Schedule meetings, manage team calendars, and provide general administrative support to the Marketing and Creative teams.
Help coordinate internal culture, team‑building, and community involvement events as needed.