Marketing & Administrative Coordinator

JOB DESCRIPTION

TITLE:

Marketing Administrative Coordinator

FLSA Classification:

Non-Exempt / Part-Time

Department:

Marketing

Rev Date:

6.2026

Reports to:

Supervisor

Position Summary:

This position serves as a central support resource for the Marketing Department, providing both marketing execution support and administrative coordination across promotions, communications, branding, vendor programs, training, rewards programs, events, and day-to-day operations. A primary objective is to aid the team on focusing on strategic initiatives and high-value projects. This is a meaningful long-term part-time role with genuine responsibilities and opportunity for growth. The ideal candidate is reliable, highly organized, detail-oriented, able to manage multiple priorities, work independently, and thrive in a fast-paced environment.

Essential Duties and Responsibilities:

Marketing Support Responsibilities

• Assist with promotion planning, execution, material preparation, and performance tracking; support co-op documentation and Vendor/Partners Program coordination
• Support customer Rewards Program administration including participant tracking, communication, and reporting
• Assist with email marketing, social media scheduling, ProKeep communications, and internal/external department communications
• Maintain CRM contact database accuracy; perform data entry, list cleanup, and campaign tracking
• Manage digital signage, in-store TV content, and SharePoint updates; support website and mobile app content maintenance
• Oversee marketing closet, asset organization, and swag inventory; manage point-of-sale materials and branch branding support
• Set up Eventbrite event registrations; support training registration, event logistics, and attendee communication
• Assist with content creation, graphic template customization, video editing support, and marketing analytics/reporting
• Assists with special projects as necessary.
• Will be required to perform other duties as requested, directed, or assigned.

Administrative Support Responsibilities

• Manage scheduling and calendar coordination for the Marketing Supervisor; coordinate meetings including agendas, logistics, notes, and action item follow-up
• Coordinate travel, hotel bookings, room block management, and venue logistics for events, customer trips, and company functions
• Plan customer trip itineraries and hospitality arrangements; provide on-site hospitality support during events
• Manage vendor communication and meeting scheduling; support customer and attendee communication and cross-department coordination
• Prepare and format documents, reports, and presentations; maintain organized digital and physical filing systems and departmental records
• Provide direct administrative support to the Marketing Supervisor and Specialists; track projects, deadlines, and deliverables with proactive status updates
• Assist with purchase requisitions, invoice tracking, co-op documentation, data cleanup projects, and internal reporting
• Assists with special projects as necessary.
• Will be required to perform other duties as requested, directed, or assigned.

Job Knowledge, Skills, and Abilities:

• To perform this job successfully, an individual should have knowledge of CRM platforms, SharePoint, social media tools, email marketing platforms, Adobe Creative Suite, and/or video editing software & MS Office Suite
• Excellent written and oral communication skills.
• Ability to work independently.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Coursework or degree in Business, Marketing, Communications, Event Management, Hospitality, or related field (preferred)
• Previous experience in marketing support, administrative support, event coordination, or office coordination
• Highly organized
• Knowledge of the HVAC industry or related distribution fields is advantageous but not required.

Education and Experience:

• High school diploma or equivalent mandatory
• Bachelor's degree in Business Administration, Marketing, Hospitality, or Related Field Preferred
• 2-3 years of previous Marketing or Similar experience.
• MS Suite skills is a requirement

Physical Demands:

• Required to lift up to 35 lbs.
• Must be able to sit/stand up to 8-10 hours per day
• Regularly required to sit, stand, walk, bend, reach, twist, stretch, kneel, squat, push, pull, and move about the facility for the entirety of the shift.
• May be subject to sitting for long periods of time to perform job scope.

Work Environment:

• Location of position: Corporate Headquarters
• Background checks, MVR, and drug tests required
• Possess and maintain a valid driver’s license
• Work will generally be performed in an office environment.
• May be exposed to Warehouse/Shop elements such as noise, dust, odors, fumes, and oils.
• May be required to work hours other than the regular schedule

These statements are intended to describe the general nature and level of work to be performed and are not intended to be an all-inclusive list of responsibilities and duties.

Company Description

Insco Distributing is a family-owned wholesale HVAC distributor that serves contractors in Texas and Oklahoma since 1958. Now, with over 60 years of experience in the industry, we have grown to become a leader in HVAC with over 250 employees in 37 locations.

Insco Distributing makes your life easier by putting everything you need right at your fingertips. From quick product info to hassle-free account management and easy parts searches, we've got you covered.

When you choose Insco, you're choosing a partner dedicated to your success. Your trust means everything to us, and we're ready to prove why we're the best choice in the industry.