Marketing Operations Lead

Position Overview Smallwood is hiring a Marketing Operations Lead to collaborate with firm leadership in pursuing new work and implementing strategic goals through the management of the firm’s marketing operations.
This role blends marketing leadership, team management, RFP/Q response coordination, and strategic planning . The ideal candidate will manage and coordinate the firm’s marketing efforts—ensuring that vision, strategy, people, and process align to support business development, brand growth, and successful pursuits.
The ideal candidate is a forward-thinking marketing leader who thrives in a deadline-driven, design-focused environment and brings both strategic insight and operational rigor to everything they do.
Key Responsibilities Marketing Leadership & Strategy Collaborate with Leadership to pursue new work and define strategies for firm growth
Develop, implement, and maintain an effective RFP/RFQ and SF330 response process to maximize new business opportunities
Translate strategic goals into actionable marketing plans, schedules, and deliverables
Participate in firm-wide strategic planning initiatives related to brand positioning and market expansion

Management of Marketing Staff Lead, mentor, and manage marketing staff
Assign and monitor day-to-day responsibilities and workloads
Schedule specific staff assignments in support of marketing tasks, pursuits, and projects
Identify and coordinate support from Leadership, internal teams, or outside consultants as needed

Marketing Operations, Traffic & Scheduling Serve as the central traffic manager and scheduler for all marketing efforts
Coordinate priorities across proposals, pursuits, collateral, branding, and communications
Balance workloads, deadlines, and resources to maintain quality and efficiency
Anticipate conflicts or bottlenecks and proactively resolve them

Management of Marketing Projects Schedule and coordinate Leadership, Marketing, and Graphic Design support for production of marketing collateral
Prepare for and lead weekly Marketing and Marketing Collateral meetings
Coordinate with outside consultants, engineers, photographers, printers, and vendors
Ensure timely, high-quality delivery of all marketing materials

Management of Marketing Collateral & Content Oversee preparation of proposals, presentations, qualifications packages, and collateral
Guide development of visual and written content aligned with strategic marketing plans
Oversee planning and coordination of project photography, including scheduling and logistics
Maintain consistency in brand voice, messaging, and visual identity
Support external communications including website content, newsletters, social media, and thought leadership
Plan and coordinate PR, media, and industry outreach initiatives
Support leadership participation in industry events and professional organizations

Knowledge Management & Systems Collaborate with management to oversee planning, maintenance, and optimization of: Deltek Vantagepoint
Open Asset / Digital Asset Management
Marketing databases and CRM tools

Ensure marketing information, assets, and data are accurate, accessible, and well-organized

Support of Business Development Initiatives Assist in researching prospective markets, clients, and projects
Participate in pursuit of leads in collaboration with Leadership
Attend priority industry events with Leadership as appropriate
Align marketing staff time and resources with business development priorities

Required Skills & Qualifications Bachelor’s degree in Marketing, Business, Communications, or related field
7–10+ years of experience , preferably in the Architecture/Engineering/Construction industry
Proven experience leading marketing teams and managing marketing operations
Strong background in proposals, pursuits, and business development support
Excellent verbal and written communication skills
Exceptional organizational skills and attention to detail
Strong supervisory, leadership, and collaboration skills
Proficiency in: Microsoft Office Suite (PowerPoint, Word, Excel)
Adobe Creative Suite (InDesign, Photoshop, Illustrator, Acrobat)
Deltek Vantagepoint (preferred)
Open Asset or similar DAM systems (preferred)

Ideal Candidate You are a marketing leader who:
Balances strategy with execution
Brings structure and clarity to complex workflows
Anticipates needs and solves problems before they arise
Leads teams with confidence, empathy, and accountability
Understands the nuances of marketing within a design-driven A/E/C environment
Thinks long-term while delivering flawlessly in the short term
Why Smallwood Smallwood is an internationally recognized design firm with a strong legacy, a collaborative culture, and a future-focused vision. This role offers the opportunity to shape the firm’s marketing direction, influence growth strategy, and build systems that will define the next phase of Smallwood’s evolution.
Apply for this position Submit your resume and cover letter through the company careers portal.

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