Administrative and Marketing Coordinator

1 month ago

Philadelphia, United States Diamond and Associates Full time

Diamond and Associates, Inc. (D&A) is a consultant for nonprofit and for-profit developers of multifamily affordable housing. Its mission is to create housing for low-income people marginalized by the wider housing market. During its 34 years of operation, D&A has supported the financing, project management, completion, and occupancy of over one hundred affordable communities, comprising over $2.5B in total project cost. While it has been based in Philadelphia, and now works virtually, D&A serves national developers, systematic developers, new developers, regional faith-based organizations, public agencies, and community-based developers on projects in multiple states, including Pennsylvania, Maryland, Illinois, Iowa, New York, Delaware, Ohio, Kentucky, and New Jersey. Developments assisted by D&A include new construction, rehabilitation, historic rehabilitation, adaptive re-use, mixed-use, mixed-income, scattered site, homeownership, and rental developments. D&A’s colleagues are skilled in every affordable housing financing tool, including LIHTC, Tax-Exempt Bonds, Project Based Vouchers, and the wide array of soft, subordinate debt financing. D&A is organized around a collaborative group of project managers and their teams.


Summary


The day-to-day role of the Administrative and Marketing Coordinator includes providing administrative support to company personnel and facilitating D&A communications with clients and the larger public, including through social media marketing campaigns and exhibiting at events.

  • Administrative Work includes bill processing, data management, coordination of marketing efforts, scheduling team members for conferences and supporting team members with travel arrangements, coordinating meetings with clients and their development teams, assistance with application round coordination, including material printing/shipping/reviewing and completion of certain application components, implementing processes and policies and assisting in the development/revision of same. Marketing Work includes maintaining D&A website and presence on social media, celebrating successes and disseminating industry information. The ideal candidate will have experience in marketing activities, as well as a creative mindset for helping us remain fresh and competitive.
  • D&A will rely on this person’s ability to collaborate with the team, managing multiple tasks simultaneously.


Job Duties

  • Daily time-tracking in the timekeeping system.
  • Lead general marketing efforts including working with outside vendors as applicable to maintain and keep current the company’s website and marketing materials.
  • Promote Diamond on social media, particularly LinkedIn.
  • Work to ensure that regular communications are drafted and disseminated, including but not limited to email blasts.
  • Coordinating Diamond panel submissions for conference.
  • Create and maintain databases on industry relevant information such as funding awards, general application and underwriting specific comments received from funders.
  • Set up and coordinate application round logistics with project teams, printers, tracking the list of applications.
  • Prep certain components of applications which don’t require particular subject area expertise.
  • Responsible for purchasing or coordinating purchasing/ordering of office supplies and equipment for team members.
  • Responsible for coordinating all team members’ meetings and company events.
  • Coordinate with external IT firm and research IT solutions around client management, cloud issues, AI, etc.
  • Develop and keep current, company operations and procedures, filing systems, style of correspondence.
  • Manage onboarding of new team members, introducing team members to company procedures and systems, as well as ensuring set up of the computer per company guidelines.
  • Carry out clerical duties such as responding to emails, preparing documents including office correspondence, memos, resumes, and presentations.
  • Draft engagement letters with prospective clients with oversight by President
  • Track executed letters. Save to system.
  • Communicate new engagement to finance team members.
  • Track retainer payment as needed, in coordination with finance team members.
  • Perform other administrative duties to support company personnel as needed.
  • Maintain O Drive and Resources drive.
  • Train new team members on O Drive and Resources drive.
  • Coordinate and schedule conference calls and meetings in support of company personnel.
  • Ensure all vendors, clients, and prospective clients are tracked appropriately in company database.
  • Coordinate all aspects of team members’ travel and enrollment in industry events including conferences.
  • Coordinate sponsorships.
  • Other responsibilities as assigned.


Requirements

  • 2 years of related administrative and marketing experience.
  • Excellent organizational skills.
  • Self-starter.
  • Collaborative, team oriented.
  • Strong verbal and written communication skills.
  • Excellent time management skills required; must be able to successfully manage multiple projects simultaneously.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Email marketing platform experience (MailChimp or similar platform)
  • High School diploma or equivalent required, Associates degree in office administration, paralegal certificate or related field preferred.


Salary and Benefits

Hourly, non-exempt. Starting compensation is negotiable, based upon skill and experience. 401k match, health insurance, generous vacation, and personal day policy. This position is primarily remote but will require at least one visit a month to Diamond’s office in Philadelphia and may require periodic in-office time. D&A will pay for computer, phone, supplies, as required for a primarily remote set up.


D&A is a Non-Discriminatory and Equal Employment Employer, and does not tolerate, without exception, discrimination on the basis of race, gender, creed, color, age, disability, pregnancy, marital status, parental status, military status, domestic violence victim status, national origin, political affiliation, sex, predisposing genetic characteristics, and any other status protected by the law.

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