Marketing & Sales Administrative Coordinator

Location: Irvine
Job Type: Full-Time

Pay: $21.60 - $25.00

Position Summary

We are seeking a highly organized and detail-oriented Marketing & Sales Administrative Coordinator to support the marketing and sales departments. The ideal candidate will be efficient, professional, and capable of managing multiple priorities while maintaining a high level of accuracy. This role is critical to ensuring smooth day-to-day operations, coordinating events and travel, supporting marketing initiatives, and delivering exceptional service to clients, guests, and internal stakeholders.

Essential Duties & Responsibilities

The essential functions include, but are not limited to:

• Arrange VIP hotel accommodations, dining reservations, transportation, and activities for visiting guests and clients.
• Prepare marketing materials including brochures, presentations, welcome packets, and promotional materials.
• Manage inventory of brochures, giveaways, samples, and other marketing collateral.
• Coordinate the shipment and tracking of display materials for trade shows and events.
• Register AIA courses and distribute completion certificates.
• Provide administrative and document support for meetings, trainings, and presentations.
• Assist with the planning and setup of training events, company functions, and catered meetings.
• Follow up on sales leads generated through trade shows and marketing events.
• Welcome clients, visitors, and VIP guests and direct them appropriately.
• Coordinate travel arrangements for executives and sales team members attending trade shows and company events.
• Schedule meetings and maintain departmental calendars.
• Monitor and route incoming emails from the company information inbox to the appropriate personnel.
• Assist executives with special projects, personal tasks, and errands as needed while maintaining confidentiality and professionalism.
• Perform additional administrative duties as assigned.

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Required

• Minimum of 1 year of administrative, marketing support, customer service, or related experience.
• Excellent verbal and written communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Ability to work independently and collaboratively within a team.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with Adobe Acrobat or related software.
• Professional demeanor with strong interpersonal and customer service skills.

Preferred

• Associate's or Bachelor's degree in Business, Marketing, Communications, or a related field.
• Experience supporting sales and marketing teams.
• Event planning, travel coordination, or trade show experience.

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Ability to occasionally lift and move marketing materials, packages, or event supplies up to 25 pounds.
• Ability to travel locally as needed to assist with company events and trade shows.