Marketing and Administrative Coordinator

HBS Systems • Allen, TX

3d • Onsite

About The Position

HBS Systems is seeking an organized, dependable, and detail-oriented Marketing & Administration Coordinator to join their team. This versatile role supports both accounting/administrative functions and sales/marketing efforts. The ideal candidate enjoys organization, task follow-through, detail management, and meeting deadlines. On the marketing side, you will collaborate with the Marketing Manager to execute campaigns, coordinate projects, maintain timelines, and provide administrative support. This is an excellent opportunity for an early-career professional to gain exposure to business operations and marketing while developing a broad skill set. HBS Systems offers opportunities for professional development, a collaborative culture, open PTO, employee rewards, paid holidays, comprehensive insurance benefits (medical, dental, vision with dependent coverage), 100% company-paid life insurance and disability benefits, and a 401(k) retirement plan. The position is execution-focused, working under the Marketing Manager to turn plans into completed projects. Success requires organization, responsiveness, attention to detail, and the ability to manage multiple priorities without missing tasks or deadlines.

Requirements

• A minimum of 2 years office or administrative organization experience.
• Must be available to work on-site in Allen, TX.
• Experience with accounting or bookkeeping.
• Experience with Salesforce or another CRM.
• Experience with Microsoft Excel and Microsoft Office.
• Experience with email marketing or social media platforms.
• Previous office, administrative, accounting, or marketing experience.

Responsibilities

• Assist with accounts payable and accounts receivable activities.
• Prepare and process invoices, payments, statements, and related documentation.
• Assist with customer and vendor account maintenance.
• Perform accurate data entry.
• Maintain, organize and audit electronic customer files.
• Assist with office administration and general business operations.
• Manage office supplies, vendors, and other administrative needs as assigned.
• Assist with scheduling, coordination, and general administrative tasks.
• Maintain accurate information within company systems, including Salesforce.
• Provide administrative support to accounting, sales, marketing, and leadership as needed.
• Assist with execution of marketing campaigns and initiatives.
• Help maintain marketing project timelines and deadlines.
• Track outstanding tasks and follow up to ensure projects stay on schedule.
• Assist with email marketing campaigns and communications.
• Help coordinate and schedule social media content.
• Assist with LinkedIn and other digital content initiatives.
• Help create and update marketing materials and sales collateral.
• Support website content updates and maintenance.
• Assist with blog, content, and other written marketing projects.
• Help maintain marketing databases and contact information.
• Conduct lead list development, research, and data cleanup.
• Assist with trade shows, events, and other marketing activities.
• Help coordinate logistics, materials, deadlines, and follow-up associated with events.
• Assist with customer communications and marketing-related projects.
• Maintain accurate marketing and sales information within Salesforce.
• Provide general administrative support to the Sales and Marketing teams.
• Take ownership of assigned tasks and ensure they are completed accurately and on time.

Benefits

• Opportunities for professional development and career advancement.
• Collaborative Culture
• Open PTO Policy
• Employee rewards program
• Paid holidays
• Medical, dental, vision insurance with dependent paid coverage
• 100% company-paid life insurance, short-term and long-term disability benefits
• 401(k) retirement plan

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed