Description

Overview 

The goal of PSTA marketing is to raise awareness that can improve ridership and community sentiment. The Marketing Coordinator is responsible for detail-oriented work to execute the plans and strategies. 

Keeping the gears turning in the communications and marketing team, the Marketing Coordinator will handle the important administrative tasks that support PSTA’s communications, marketing, and customer experience. Day-to-day, they will be responsible for purchasing, inventory management, reporting, budget management, cross-departmental communication, event coordination, and task and project management. They act as the intermediary between creative and account teams, as well as communicating with internal project stakeholders and external vendors.

ESSENTIAL FUNCTIONS

•         Coordinate with PSTA’s internal client accounts and community stakeholders in order to execute tasks as set in marketing and communication plans.  
•         Project manage campaign deliverables, objectives, and timelines communicated to the marketing department while providing instructions for promotion or use. 
•         Manage project purchases from quote requests and requisitions to the delivery of purchased items and the organization of all purchases.
•         Coordinate and support special events; provide consultations; work with vendors; perform purchasing and cost analyses. 
•         Work closely with PSTA’s Procurement and Accounting teams to purchase marketing department supplies such as printed schedules, brochures, promo items, and more in line with established policies for purchasing and accounting.  
•         Manage vendors and suppliers, including trafficking print-ready artwork, proofs, packing slips, and invoices to ensure timely delivery of materials. 
•         Collect and analyze data to monitor the success of campaigns and events and prepare marketing activity reports for management and internal clients. 
•         Support the marketing manager in evaluating and establishing the marketing plan and strategy by managing budget reports, creating and assigning tasks in project management tools, scheduling meetings, and updating calendars.
•         Conduct research as assigned to support initiatives, including transit market information and analysis to understand the competitive landscape in which campaigns will be conducted, identify potential cost savings on orders of supplies and promo items, and improve internal efficiencies.
•         Coordinate travel, meetings, and events for managers and department director. 
•         Create and maintain organized calendaring and documentation of projects including marketing plans, meeting agendas, meeting notes, work assignments, debriefs, etc.
•         Review designs and artwork for accuracy, adherence to project needs, brand guidelines, and any vendor specifications for print requirements, and creative direction set by Communications & Marketing Director and/or Marketing Manager. 

DAILY AND MONTHLY RESPONSIBILITIES

•         Ensure usage of corporate logos is according to relevant policies and procedures and that marketing deliverables meet corporate standards.  
•         Coordinate and maintain department workflows to ensure that tasks are documented and completed.  
•         Maintain a directory and inventory of marketing materials, ensuring all resources are current and accurate, and coordinate the creation of new materials as needed.
•         Prepare, distribute, and maintain documents, reports, and files to support the department. 
•         Maintain department intranet (SharePoint) and project management system (Asana, Wrike)
•         Coordinate ordering, receipt, and distribution of departmental purchases; this includes our regularly scheduled bus network service changes that happen every February, June and October.
•         Update spreadsheets, databases, and inventories with statistical, financial and non-financial information. 
•         Present monthly marketing finance report to the Marketing Manager and Director of Communications & Marketing. 
•         Present monthly marketing KPIs and statistics report to be included in monthly board report packet and presentations to CEO.
•         Keep and update notes from department, project and campaign meetings.  
•         Plan and manage meetings by identifying contacts, developing schedules and assignments and coordinating mailing lists. 
•         Further knowledge and education regularly through workshops, research and seminars, and implement learnings to improve department processes. 
•         Perform additional duties as assigned to assist the Marketing Manager and Director of Communications & Marketing. 

Requirements

Qualifications  

        Education: Bachelor's degree in office management, administrative work, marketing, advertising, communications, or a related field, OR equivalent experience.  

        Experience: 1-3 years of experience in administrative role in marketing, advertising, or similar field. 

        License Requirement: Must have a valid Florida Drivers’ License.

KNOWLEDGE SKILLS & ABILITIES

•           Knowledge of: Reporting, accounting, and project management as relevant to duties assigned above. Methods, principles and practices of traditional and digital marketing strategies and practices as well as building and planning marketing plans. Knowledge of Microsoft Office, especially Excel, is essential. 
•         Skilled in: Strong verbal and written communication skills. Strong attention to detail and organizational skills. Ability to coordinate multiple tasks and complete assignments with tight deadlines. Good interpersonal, customer service, and listening skills. Ability to communicate with executives and elected officials. Team-oriented attitude. Skilled in setting an agenda and coordinating a meeting.
•         Abilities: Must be a self-starter and able to independently move projects forward, prioritize tasks, and meet deadlines. Take initiative and work independently. Learn and recall detailed information about PSTA programs and services as related to promotional materials being developed.