In-Gear Media is seeking a highly organized, creative, and client-focused Marketing Coordinator / Administrative Assistant to join our team in Gig Harbor.
This pivotal role supports our Project Managers and Creative Team by coordinating the full pre-to-post production workflow. You will serve as the organizational backbone of the team—managing schedules, communicating with clients, organizing project details, and turning creative briefs into clear, actionable project roadmaps.
The ideal candidate combines the systems-thinking and attention to detail of an administrative project coordinator with the creative instincts of a digital marketer. While this position includes opportunities to contribute to content and marketing initiatives, its primary focus is keeping projects, schedules, client communication, and internal workflows organized and moving forward.
Key ResponsibilitiesAdministrative Support, Scheduling & Client Communication
- Manage and coordinate meetings, media shoots, appointments, production time blocks, and team calendars.
- Communicate professionally and confidently with clients by phone, email, and other digital channels regarding scheduling, project details, deliverables, and general questions.
- Confirm appointments and project information, communicate schedule changes, and follow up with clients and team members as needed.
- Help Project Managers prioritize deadlines, resolve scheduling conflicts, and ensure projects remain on track.
- Maintain organized records of client requests, approvals, project updates, and outstanding action items.
- Balance multiple projects and responsibilities while managing time effectively in a fast-paced environment.
Campaign & Content Planning
- Content Strategy: Build comprehensive content calendars and draft scripts or outlines based on client briefs, brand objectives, and historical performance.
- Creative Asset Support: Design YouTube thumbnails for approval and source relevant, trending inspiration for client reels and social media content.
- Copywriting: Prepare initial blog post drafts for internal brands and create or update client-facing email templates.
- Team Coordination: Gather information, assets, feedback, and approvals from clients and internal team members to keep content projects moving forward.
Project Operations & Workflow
- Project Architecture: Build, organize, and manage projects in Todoist using information from Google Calendar, Aryeo, client communications, and production schedules.
- Project Tracking: Monitor deadlines, task assignments, approvals, and deliverables, following up with the appropriate team members when action is needed.
- Workflow Optimization: Develop and maintain Todoist, email, and administrative templates to improve efficiency and ensure operational consistency.
- Financial Coordination: Generate client estimates and preliminary project budgets using internal pricing and data sheets.
- Time Management: Anticipate upcoming needs, identify potential delays, and prioritize tasks based on deadlines, client expectations, and team capacity.
Digital Asset & Social Media Management
- Media Management: Oversee the uploading and organization of real estate media in Aryeo and on our internal NAS.
- Virtual Tour Management: Manage the lifecycle of Matterport virtual tours, including editing, uploading, organizing, and archiving.
- Social Coordination: Schedule approved social media posts and monitor Instagram DMs to assist with client communication, community engagement, and outreach.
- Quality Control: Conduct internal first-pass reviews of video and digital content before final review by Project Managers.
- Ensure client-facing files, links, captions, and deliverables are accurate, organized, and presented professionally.
Production Support
- Assist on-site during select high-level shoots by helping capture virtual tours and providing general production support as needed.
- Help coordinate shoot-day schedules, equipment needs, client expectations, and other production logistics.
Qualifications
- Relevant Experience: One to three years of experience in administrative support, marketing coordination, project coordination, agency operations, or a related role.
- Client Communication: Comfortable speaking directly with clients and able to communicate clearly, professionally, and confidently by phone, email, and digital messaging.
- Scheduling & Organization: Experience managing calendars, appointments, deadlines, and changing schedules across multiple projects or team members.
- Time Management: Strong ability to prioritize responsibilities, manage competing deadlines, follow through on details, and stay composed when schedules change.
- Systems Expertise: Proficiency with Todoist, Google Workspace, and social media scheduling platforms. Experience with Aryeo or Matterport is highly desirable.
- Writing Skills: Strong written communication skills, with the ability to support scripting, blogging, email communication, and social media content.
- Attention to Detail: A natural proofreader who notices small errors before they become client-facing issues.
- Problem-Solving: Able to identify missing information, anticipate project needs, and take initiative without requiring constant direction.
- Collaborative Mindset: Willing to support both administrative and creative responsibilities and work closely with Project Managers, creatives, clients, and production partners.
- Growth-Oriented Attitude: A proactive, adaptable approach and a willingness to learn, receive feedback, and grow within a fast-moving media company.
The In-Gear Culture
In-Gear Media offers a modern office setting and a family-first atmosphere where team members genuinely support one another. We are professional, agile, and innovative, and we provide our employees with the tools, training, and guidance they need to succeed.
Our environment is collaborative, energetic, and fast-moving. The right candidate will enjoy creating order, helping people, solving problems, and playing an important role in delivering an excellent experience for both our clients and our internal team..
Pay: From $20.00 per hour
Benefits:
- Flexible schedule
- Paid time off
- Professional development assistance
Work Location: In person
