Marketing and Communications Coordinator

Marketing & Communications Coordinator

As a member of the Downtown Manager's Office, Marketing & Communications will work closely with the Downtown Manager on key marketing and public relations initiatives. The position reports directly to the Downtown Manager. The Marketing & Communications Coordinator will assist in projects that embrace strategic direction and development of tactical approaches related to the planning, development, and implementation of the organization's marketing strategies, stakeholder communications, and public relations activities, graphic design initiatives as well as helping to build and manage the Downtown's brand to raise awareness of the organization and Downtown Albany.
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Performs other duties as required or assigned. Works closely with staff on communications that model and promote the mission, vision, and values of Downtown Albany. This position reports directly to the Downtown Manager. Develops and manages events, programs, and projects that meet the objectives of the City of Albany's Downtown Department. Marketing and Communications is an advocate for the downtown and provides information to business owners, property owners, city officials and staff, and other interested persons. Exhibits a positive and energetic source for long-term revitalization of Downtown Albany and supports the downtown program throughout the community by promoting excellence in good business practices. Develops, plans, implements, and oversees designated downtown events, programs, and organizational gatherings. The Downtown Event Coordinator works closely with community partners such as the Convention & Visitor's Bureau; The venue management company; Albany State; Albany Technical College; the business community and other City and County departments. The incumbent will also be responsible for volunteer chairs and committee members to ensure that all events are delivered on time, within budget, and at the desired level of quality. This individual cultivates positive long-term relationships with all event stakeholders, especially committee members and sponsors, and seeks to improve event execution and revenues consistently. Provides support to other community organizations events to help ensure their success when requested by the organization. Identifies or proposes potential business deals by contacting potential partners; discovers and explores opportunities. Develops monthly and annual reports of activities, successes, and future goals and initiatives. Maintains knowledge about the four-point Main Street approach to downtown revitalization. Produces detailed proposals for events (e.g., timelines, venues, suppliers, legal obligations, staffing, and budgets). Develops and manages event budgets; creates procedures for all major processes. Administers events and activities in accordance with the policies, strategies, and mission of the Downtown and City. Creates opportunities to improve the event management experience and process. Develops and manages event organization structure and procedures, motivation of volunteers, income and expenditures, community relations, service, and promotion. Prepares and sends timely communications such as save-the-date notices and invitations and works with the City's Public Information Officer (PIO) department, media, and marketing vendors to develop advertising materials and marketing plans for downtown events. Develops materials and works with Public Information Officer (PIO) staff to develop messaging, branding, and marketing materials, to include collateral, electronic, and social media promotions related to events. Maintains continuity and consistency with the downtown's branding and reputation by standardizing event operational procedures. Attends all events and acts as the key contact to ensure success. Develops a strong media presence and enhances the downtown's web page and visibility with social media sites such as Facebook, Twitter, Instagram, Linked In, and others. Strategizes, develops, executes, creates and shares a robust, strategy-driven master downtown events calendar on the website and social media outlets. Participates in the overall engagement of the maintenance and beautification strategies of the downtown by supporting applicable operational practices and building a close networking relationships with the City's facilities department, public works, and other applicable partners or volunteers. Assists in communications and outreach with Downtown Albany businesses to ensure appropriate information is disseminated to all constituents. Assists with business retention, expansion, and recruitment, including providing information, expertise, and appropriate referrals to business owners, marketing Downtown Albany to outside businesses, working with developers and building owners to enhance the quality of retail and commercial space. Generates reports, engage in general administrative work on an as needed basis. Assists with negotiation and review of event contracts and agreements. Organizes speakers; recruitment, talking points, bios, event information, profile pictures, uploading presentations, etc. Prepares press releases for approval; coordinates with promoters and interested organizations; assists promoters with media advertising and makes recommendations regarding promotional concepts and advertising budget. Processes a variety of documentation associated with downtown operations per established procedures and within designated timeframes; distributes documentation or maintains records. Compiles and/or monitors various statistical data pertaining to downtown operations; performs research as needed; makes applicable calculations; analyzes trends; prepares or generates reports; maintains records. Manages and coordinates downtown projects and activities as assigned. Prepares various forms, reports, correspondence, rate studies, surveys, agendas, proposals, spreadsheets, budgets, or other documents as needed. Operates a computer to enter, retrieve, review or modify data in computer database; verifies accuracy of entered data; makes corrections; uses knowledge of various software programs to operate a computer in an effective and efficient manner. Assists small businesses by interacting effectively, professionally, and in high visibility situations with the public, explaining City policies and procedures. Prepares short-term and long-term promotional event driven objectives and marketing strategies; uses social media marketing, branding, and other traditional and nontraditional methods to advertise programs. Develops and implements a main street approach for the business and residential district, special events (including obtaining sponsorship and donors) to promote public awareness and use of commercial and residential districts. Attends meetings; serves on committees as needed; may prepare agendas for committee and board meetings; may take dictation; reviews and/or transcribes meeting minutes. Creates and maintains the accounting records using the QuickBooks and JD Edwards software. Reconcile all accounts as needed. Assist the accounting department in running and customizing reports that provide business analysis and results. Perform banking functions as required. Meets regularly with business owners to answer questions, provides technical assistance, explains program information, and to resolve problems; assists with reviewing requests for funds; coordinates and facilitates training and orientation workshops. Performs special assignments as directed; organizes and conducts special projects in support of small business development and Downtown Albany. Compiles and/or tracks various administrative and/or statistical data pertaining to Downtown Albany, etc.; performs research as needed; makes applicable calculations; analyzes trends; prepares or generates reports; maintains records and drop-box account. Manages content and flow of all outbound communications, including the website, e-newsletter, social media channels, annual report, and print advertising. Develops and oversee production and implementation of all marketing and special events and secure sponsorships and partnerships to offset costs and cross-promote. Possess knowledge of accounting and productivity software such QuickBooks and Oracle EnterpriseOne Accounting.; Microsoft Word, Excel, PowerPoint, Desktop Publishing, Adobe Photoshop Illustrator, Drop Box, Photography, and Acrobat.
This job has no supervisory responsibilities.
A bachelor's degree in Marketing, Communications, Business Administration, or a related field is preferred. An associate degree combined with relevant work experience and/or professional certifications may also be considered in lieu of a bachelor's degree. Preferred candidate will have knowledge base and skillset in graphic design. Video capabilities will be a plus. Must possess and maintain a valid Georgia Driver's License.
To perform the job successfully, an individual should demonstrate the following competencies: Use of Technology - Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date. Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively. Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others. Analytical - Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs work flows and procedures. Design - Generates creative solutions; translates concepts and information into images; uses feedback to modify designs; applies design principles; demonstrates attention to detail. Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics. Project Management - Develops project plans; coordinates projects; communicates changes and progress; completes projects on time and budget; manages project team activities. Managing Customer Focus - Promotes customer focus; establishes customer service standards; provides training in customer service delivery; monitors customer satisfaction; develops new approaches to meeting customer needs. Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts. Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods. Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments. Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings. Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to