Project and Marketing Coordinator

Posted: 05/14/2023

Job Function:

Broadly defined, this position exists with the company to provide numerous elements of support for operations functions and marketing, as well as administrative support for Company Executives as needed. This position interacts with the public and the trade contracting community, as well as owners, architects, project managers, superintendents, estimators, and executives internally.

Duties and Responsibilities: 

  • Deliver sealed bids when necessary on behalf of Ellis to destinations: Municipalities, Architectural firms, schools, etc.
  • Event planning and internal corporate communication; emails, newsletters, social media, etc.
  • Responsible for marketing tasks as assigned: Ellis website, corporate social media, light graphic design and material preparation for RFP responses. Expected to be the primary social media producer creating content, content calendar and follow up
  • Engage in creative content writing for project narratives and descriptions of projects completed for marketing materials, both printed and electronic, as well as content for general corporate promotion.
  • Responsible for all content creation and assembling of all material for Request for Proposal submittals to various clients and for potential projects.
  • Responsible for creating and monitoring corporate external email marketing efforts and content via Constant Contact, or similar medium.
  • Responsible for monitoring SEO and web based metrics as well as making suggestions and spearheading improvements to Ellis website, social media and video platforms to drive web hits, visits and inbound lead generation.
  • Expedites, tracks, and prepares documents as necessary for close-out of respective projects, and prepares binder and thumb drive of all data, warranties, and product information for owner.
  • Schedules appointment with owner to discuss overall project experience and Ellis' performance during the close-out process.
  • Assists architects and estimators as needed on plan reproduction and/or bid preparation and printing of plans and submittal information for Superintendents.
  • Lead and coordinate company efforts for bid bonds, bid related trade contractor contacts, company prequalification and insurance related matters for potential or current projects.
  • Answer phone calls as needed for the office and schedule meetings as necessary.
  • Assist executives with administrative support for various tasks and duties as assigned.
  • Responsible for archiving and scanning old project documentation.
  • Review current projects in Procore to ensure active photos are being taken and maintained. Update Procore online when necessary in support of Project Managers as needed.
  • Ensure accuracy of construction documents and plans for current projects are on the Ellis servers and uploaded into SmartBid and/or Procore, and hard copy sets are printed and distributed to the project field team.
  • Initiate and be responsible for periodic calls to trade contractor community to maintain accurate contact information for bid dissemination and contacts.
  • Actively update and monitor estimating database for trade contractor contact information accuracy.
  • Engage in active phone calls for estimators clarifying bid dissemination; along with encouraging active trade contractor involvement with Ellis Construction bids.
  • Take care of US Mail, general UPS and/or FedEx shipments.
  • Responsible for central work room areas and conference rooms.
  • Other applicable duties as assigned from time to time.
  • High School diploma or equivalent
Preferred Education:
  • Associates Degree or 4 Year degree in Business, Marketing, Construction or equivalent.
Minimum Experience:
  • High School Diploma or equivalent with 2-3 years of administrative assistant or marketing experience.
Preferred Experience:
  • 4-6 years of administrative assistant experience with an emphasis on Microsoft Office 365 proficiency. Strong marketing experience and/or Construction sector or trade­ contracting sector experience, a plus.
  • Positive Attitude
  • Strong Organizational Skills Strong Technology Skills Good Judgement
  • Strong Communication Skills Focused
  • Thorough
  • High Attention to Detail Results Oriented Flexibility
  • Time Management Dependable Consistent Attentive Listener
  • Administrative Skills:
  • Ability to communicate effectively with various personalities and positions.
  • Ability to follow policy and procedures.
  • Ability to work as a team as well as exercise independent judgement.