Marketing Administrative Coordinator

Marketing CoordinatorThe Marketing Coordinator supports the execution of marketing programs and initiatives for an HVAC distribution organization. This role requires a highly organized, detail-oriented individual who can manage multiple projects simultaneously, support dealer marketing programs, coordinate events and trips, and process co-op funds accurately and efficiently. The ideal candidate is comfortable working in Excel, thrives in a fast-paced environment, and collaborates effectively with sales, vendors, and internal teams. Key Responsibilities: Assist in the planning, execution, and tracking of marketing programs, promotions, and dealer initiatives Coordinate marketing communications, including emails, promotions, and program materials Maintain accurate marketing calendars, timelines, and documentation Co-op & Program Administration: Process dealer co-op submissions, including reviewing documentation for accuracy and compliance Track co-op accruals, usage, and balances using Excel and internal systems Communicate with dealers and internal teams regarding co-op guidelines, approvals, and reimbursements Event & Trip Planning: Support the planning and execution of dealer meetings, training events, trade shows, and incentive trips Coordinate logistics such as registrations, hotel rooming lists, travel details, agendas, and vendor coordination Assist with on-site event support and post-event follow-up Data Management & Reporting: Build and maintain Excel spreadsheets for tracking programs, budgets, event participation, and performance metrics Compile reports and summaries for marketing and sales leadership Ensure accuracy and consistency across all marketing data and records Cross-Functional Coordination: Work closely with sales teams, vendors, and internal departments to support marketing initiatives Manage multiple requests and deadlines while maintaining a high level of organization and attention to detail Required Qualifications: 24 years of experience in a marketing coordination, administrative, or related role Strong proficiency in Microsoft Excel (including formulas, filters, and data organization) Exceptional attention to detail and organizational skills Proven ability to multitask and manage multiple projects with competing deadlines Experience supporting events, meetings, or incentive trips Clear and professional written and verbal communication skills Preferred Qualifications: Experience in HVAC distribution, construction, or a related B2B industry Familiarity with co-op programs or dealer marketing funds Experience working with CRM or email marketing platforms Key Competencies: Highly organized and process-driven Detail-oriented with a strong focus on accuracy Proactive problem solver Comfortable working independently and as part of a team Able to adapt quickly in a dynamic, fast-paced environment