Marketing & Business Development Coordinator

Position Title: Marketing & Business Development Coordinator

Department: Corporate Services

Reports to: Marketing & Business Development Manager

Location: Greater Toronto Area, ON

Position Overview

The Marketing & Business Development Coordinator supports the firm’s marketing initiatives and business growth objectives through hands-on coordination, assistance with social media management, content creation, and client relationship support. Reporting to the Marketing & Business Development Manager, this position plays an important role in bringing all marketing functions including social media and communications management to life.

A suitable candidate is dependable, detail-oriented, creative, and organized, with strong interpersonal skills and a passion for content creation, communications, digital marketing, and client engagement. This position contributes to brand consistency, market visibility, and the effective execution of marketing and business development strategies.

Key Responsibilities

Business Development & Pipeline Tracking

1. Support the Marketing & Business Development Manager in coordinating & executing outreach initiatives and maintaining client relationships.
2. Track and monitor future project opportunities, including opportunities noted in finalized Reserve Fund Studies (RFS), Depreciation Reports (DR) and Inspection & Repair (I&R) reports.
3. Maintain and update the business development pipeline, ensuring accurate forecasting and timely follow-up in coordination with the Project Coordinators.
4. Assist with research on potential clients, projects, and industry trends to identify new business opportunities.
5. Update and maintain the company’s Client Relationship Management (CRM) system, ensuring data integrity and up-to-date client information.

Proposal & Marketing Collateral Support

1. Prepare, format, and assemble high-quality proposals, qualification packages, and expressions of interest using established company templates and brand standards.
2. Coordinate with engineers, project leads, and technical staff to gather project information, resumes, project descriptions, and technical input required for submissions.
3. Adapt proposal content to align with the specific requirements of each client, project scope, or Request for Proposal (RFP).
4. Review and proofread proposals to ensure accuracy, clarity, and consistency in messaging, formatting, and branding.
5. Maintain and continuously update the company’s proposal content library, including project profiles, staff biographies, and standard corporate information.
6. Track proposal deadlines and submission requirements to ensure timely and compliant delivery.
7. Maintain records of submitted proposals, outcomes, and feedback to support ongoing business development analysis and strategy.
8. Identify opportunities to strengthen proposal materials through improved visuals, case studies, and project storytelling.

Digital Marketing & Social Media Management

1. Assist with planning, creation, and scheduling engaging content across company social media platforms (LinkedIn, Facebook, Instagram, X, etc.).
2. Use social media management tools (e.g., Hootsuite, Buffer, Meta Business Suite, or similar) to plan and track posts.
3. Develop visual and written content aligned with brand guidelines using approved templates and design tools (e.g., Canva, Adobe Creative Suite).
4. Monitor social media activity, online reviews, respond to engagement opportunities, and report on performance metrics to inform strategy.
5. Capture and edit event photos, videos, and project highlights for use across platforms.
6. Support ongoing website accuracy by updating content in the CMS (e.g. WordPress) and working with external parties to ensure timely revisions and releases.

Event & Networking Support

1. Assist with planning and logistics for conferences, tradeshows, golf tournaments, and industry networking events.
2. Support coordination of company sponsorship materials and ensure brand presence at all events.
3. Support pre- and post-event marketing, including social media coverage and follow-up communications.
4. Assist in organizing in-house client and employee events as needed.

Marketing Material Coordination

1. Maintain inventory of promotional and branded materials.
2. Coordinate the production, delivery, and distribution of marketing collateral across various offices.
3. Liaise with vendors and suppliers, ensuring timelines and budgets are met.
4. Support consistency of visual identity and messaging across all company materials in accordance with brand guidelines.

Email Marketing & Contact Management

1. Manage company contact lists and audience segmentation within Mailchimp.
2. Assist with preparing and distributing blogs, client updates, and event invitations.
3. Track campaign metrics (open rates, clicks, engagement) and compile performance reports.

 Travel Requirement

Occasional travel may be required for company events, tradeshows, client meetings, or industry functions throughout Canada.

Qualifications & Skills

• Post-secondary education in Marketing, Communications, Business Administration, or a related field.
• Minimum of 2 years’ experience in marketing coordination, communications, or business development support.
• Strong working knowledge of social media management platforms (e.g., Hootsuite, Buffer, Meta Business Suite, or equivalent).
• Proficiency in content creation/graphic design tools such as Canva, Adobe Photoshop, Illustrator, InDesign, or similar.
• Experience with Mailchimp or other email marketing software.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe Acrobat.
• Excellent written and verbal communication skills with strong attention to detail.
• Highly organized, able to manage multiple priorities and meet deadlines.
• Collaborative, adaptable, and proactive with a strong interest in marketing and client engagement.
• Class G driver license holder

Working Conditions

• Full-time, combination of virtual and in-person work.
• Expected to be in the office a minimum of 1 day a week unless otherwise directed.
• This role is primarily office-based but occasional offsite duties will be required.
• Fast-paced environment requiring adaptability and multitasking.
• Must be comfortable lifting up to 50lbs

Benefits

• Company events
• Dental care
• RRSP match
• Disability insurance
• Extended health care
• Life insurance

Schedule

• Monday to Thursday – 8am-5pm
• Friday – 8:30am-12pm

Salary

$65,000 – $80,000 depending on experience