Marketing Database Coordinator

As a Marketing Database Coordinator, you'll be at the center of AEI’s marketing and business development success. Working closely with a dynamic team of marketing professionals, you’ll manage and optimize our client relationship management (CRM) platform, Deltek Vantagepoint, and our digital asset management (DAM) system, OpenAsset. You’ll also support digital marketing analytics and marketing automation, helping AEI measure performance, manage audience data, and connect digital engagement with the CRM. Your expertise will ensure our data remains accurate and actionable, empowering AEI to nurture client relationships, strategically identify opportunities, and drive impactful decisions. Through your contributions, you’ll play a pivotal role in aligning data management with AEI’s mission of engineering excellence and collaboration.
Why We Need You:
Step into the role of Marketing Database Coordinator and become an essential part of AEI’s dynamic marketing team. Your primary focus will be maintaining the integrity and efficiency of our CRM and DAM platforms. From performing data entry and verification to creating impactful reports, you'll play a key role in ensuring our systems are accurate, reliable, and actionable. More than just a technical expert, you'll serve as a trusted resource for internal users, always ready to provide support, resolve system challenges, and identify opportunities for improvement.
We’re looking for someone who thrives on collaboration but is just as effective working independently. You’ll juggle a variety of tasks with precision, meeting deadlines while proactively finding ways to enhance our data processes. Partnering closely with the Senior Marketing Database Coordinator and Director of Marketing, you’ll contribute to shaping innovative solutions and implementing protocols that elevate our marketing operations. With your attention to detail, problem-solving mindset, and commitment to quality, you’ll help drive AEI’s marketing and business development success to new heights.
The following job functions are typical of the position but are not all-encompassing.

Data Entry and Maintenance: Ensures marketing data is accurately entered, maintained, and updated in the CRM (Deltek Vantagepoint) and DAM (OpenAsset). Works proactively to identify missing or outdated information and takes corrective action in alignment with established standards.
Data Audits and Data Quality Initiatives: Conducts regular data validation checks, de-duplication, and clean-up activities to uphold data accuracy and usability. Helps ensure adherence to firmwide data governance standards while actively addressing data quality issues in real time.
Frontline User Support: Serves as the first point of contact for questions related to Deltek Vantagepoint, OpenAsset, and marketing data processes. Assists users in navigating the system and resolving common issues. Escalates more complex issues to the Senior Marketing Database Coordinator, IT, or vendor support as needed.
Liaison Between Marketing and IT: Collaborates with the Senior Marketing Database Coordinator to support communication between Marketing and IT. Tracks user-reported system issues, assists with user acceptance testing for upgrades and enhancements, and helps ensure users are aware of upcoming changes.
Data Searches and Reports: Runs basic and advanced data searches and produces reports based on requests from Marketing, Business Development, and other stakeholders. Ensures search and report parameters align with firmwide standards and data governance expectations. Prepares and distributes reports as directed.
Training Delivery and Documentation: Assists in delivering system training for new and existing users. Provides hands-on training support, helps answer questions, tracks follow-up items, and contributes to maintaining user guides, job aids, and process documentation.
System Process Documentation: Supports the capture and organization of process documentation related to data management, system workflows, and user protocols. Regularly reviews documentation to ensure alignment with current processes and communicates updates to users when necessary.
Digital Marketing Analytics Support: Supports the collection, validation, and reporting of website and campaign performance data using Google Analytics and other reporting tools. Maintains recurring reports and dashboards, monitors key engagement and conversion metrics, and helps identify trends and data quality issues for Digital Marketing.
Marketing Automation Platform Support: Supports the implementation, administration, and ongoing use of AEI’s marketing automation platform under the direction of Digital Marketing. Assists with audience segmentation, campaign and automated workflow setup and testing, contact data management, CRM synchronization, and performance reporting.
Special Projects and Continuous Improvement Efforts: Provides administrative and data-related support for projects involving system enhancements, data migrations, or process improvements. Works under the direction of the Director of Marketing and Senior Marketing Database Coordinator to support broader data governance and technology integration efforts.

Effective skills to ensure success in this role:

Attention to Detail: Exceptionally detail-oriented with a strong focus on accuracy in executing deliverables, particularly in proofreading and error detection.
Team Collaboration: Proven ability to work effectively within a team environment, including prompt follow-up and support for team members.
Communication Skills: Ability to express ideas and concepts clearly and concisely to technical and non-technical audiences, ensuring understanding across diverse groups. Strong verbal communication skills to articulate procedures and processes during training and support interactions. High proficiency in written communication, providing clarity and professionalism in documentation and correspondence.
Project and Time Management: Ability to efficiently manage tasks, prioritize workload, and meet deadlines based on importance and urgency.
Quality Assurance Awareness: Familiarity with foundational quality assurance processes within marketing deliverables and data management.
Analytical Awareness: Ability to recognize data inconsistencies, recurring user challenges, and process gaps, escalating insights to the marketing team to support continuous improvement.
Technical Adaptability: Willingness and ability to quickly learn new systems, tools, and processes as technology evolves.
Customer Service Orientation: Focus on providing helpful, timely, and clear support to internal system users, ensuring positive user experiences across all levels of the organization.

Education and prior experience:

Education: Bachelor’s degree in information management, computer science, marketing, business, or a related analytical field.
Experience: One to three years of experience in marketing, data management, information technology, or a related business area. Experience with CRM and DAM systems — particularly Deltek Vantagepoint and OpenAsset — is preferred. Experience providing system training, user support, or process documentation is also preferred.
Technical Skills: Proficiency with Microsoft Office (Word, Excel, PowerPoint, OneNote) and basic knowledge of marketing tools.
Attention to Detail: Demonstrated attention to detail and accuracy in data management tasks.
Preferred Industry Experience: Experience working within a professional services firm, with preference for candidates familiar with marketing processes in the architecture, engineering, and construction (AEC) industry.
Process Documentation: Experience drafting or maintaining system-related documentation or training materials preferred.