Marketing Project Coordinator

WGI•West Palm Beach, FL

4d•Onsite

About The Position

WGI is seeking a Marketing Project Coordinator with up to four years of experience to join its Marketing Division in the Tampa or West Palm Beach, Florida office. The role supports the Marketing and Creative teams by coordinating requests, tasks, files, and timelines. It is a fast-paced opportunity for an organized person interested in learning marketing at a growing, technology-forward consulting firm. The coordinator works with tools including Asana, HubSpot, Adobe Creative Cloud, Microsoft 365, Claude, and Microsoft Copilot. The position includes request intake and task coordination; creative production support; digital marketing and CRM support; use of AI and process-improvement tools; and event and general administrative support. Work is performed in an office setting.

Requirements

High school diploma required; an Associate's or Bachelor's degree in Marketing, Communications, Business, or a related field is preferred, or equivalent experience.
Up to four years of experience in an administrative, coordinator, or marketing support role; internships count.
Exceptional organization, attention to detail, and reliable follow-through.
Experience with AI tools such as Claude, ChatGPT, or Microsoft Copilot, or a strong willingness to learn them.
Proficiency in Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
Experience with project management software; Asana is preferred.
Strong written communication and proofreading skills.
Ability to manage multiple requests and deadlines in a fast-paced environment.
Curiosity and eagerness to learn new tools and technology.
Proactive self-starter who follows up without being asked.
Service-minded team player comfortable supporting multiple people and priorities.
Takes ownership of details and helps keep the team organized.
Must be currently authorized to work in the U.S. on a full-time basis; WGI is unable to sponsor or take over sponsorship of employment visas.

Nice To Haves

Experience in a professional services, engineering/AEC, or agency environment.
Familiarity with HubSpot or another CRM.
Working knowledge of Adobe Creative Cloud, including InDesign, Photoshop, Illustrator, or Express.

Responsibilities

Receive marketing and creative requests through forms, email, and Teams, and record them in Asana with details, due dates, and owners.
Create and maintain Asana tasks, projects, and templates; update statuses, assignees, and due dates; and follow up on open items.
Track deliverables dependent on associates outside the marketing team and send reminders to keep timelines on track.
Capture meeting notes and action items and turn them into assigned Asana tasks.
Prepare and route production orders for print collateral, business cards, signage, and promotional items; coordinate vendor quotes, proofs, and deliveries.
Make basic updates to existing Adobe templates, including text edits, resizing, headshot swaps, and exports, under the creative team's direction.
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.
Maintain HubSpot contact records, lists, and form submissions; remove duplicates and maintain accurate data.
Assist with scheduling social media posts, email sends, and website content updates.
Proofread digital and print content for spelling, grammar, and brand consistency.
Use AI tools such as Claude and Microsoft Copilot to draft 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 maintain how-to guides, checklists, and templates.
Stay current on AI features in the team's tools and share tips with the team.
Support conference and tradeshow logistics, including registrations, booth materials, shipping, and post-event follow-up.
Help gather 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.