Position Summary:
The Marketing & Administrative Coordinator provides hands-on marketing, communications, and general administrative support across Yanmar Energy Systems North America. This position is intended for an early-career marketing professional who already has practical experience creating and publishing digital content, maintaining social media channels, updating website content, and supporting email campaigns, and who is interested in developing into a broader marketing role over time.
This role is intentionally structured to support both marketing coordination and office administration, ensuring that customer-facing materials, internal communications, digital content, events, and general office needs are handled in an organized, professional, and timely manner. The position will work closely with existing marketing resources during the transition period and will support multiple departments as business needs require.
Success in this role requires strong organization, attention to detail, sound written and visual communication skills, and the ability to independently manage routine marketing activities while balancing practical administrative responsibilities. The position is expected to operate with professionalism, accountability, and good judgment, escalating questions or issues when direction, approval, or additional support is needed.
Essential Duties and Responsibilities:
Marketing Coordination and Administrative Support
Marketing Content & Collateral Support
- Assist with the creation, updating, and organization of marketing materials, including brochures, flyers, presentations, product information, project profiles, case studies, customer-facing documents, and other company collateral.
- Support brand-consistent layout, formatting, proofreading, and basic design updates for marketing and communication materials.
- Help gather project information, photos, customer details, product data, and other content needed to support sales, service, operations, and product-related marketing activities.
- Maintain organized digital files for marketing assets, photos, logos, templates, presentations, literature, and approved customer-facing materials.
- Coordinate with internal departments to collect accurate information for marketing content and confirm materials are current before use or distribution.
Digital Marketing, Communications & Brand Support
- Create, schedule, publish, and maintain professional company content across Facebook, Instagram, and LinkedIn, including basic tracking of engagement and performance.
- Manage routine website content updates within the company’s content management system, including page edits, product information, news items, project highlights, images, and coordination with internal resources or outside vendors when more advanced support is required.
- Build, proofread, schedule, and distribute email marketing campaigns, customer announcements, internal announcements, newsletters, and other routine communications.
- Maintain consistent messaging, tone, branding, and visual presentation across company platforms and materials.
- Track and report basic marketing activity, including social media performance, website activity, email campaign results, and lead or inquiry information.
Trade Shows, Events & Vendor Coordination
- Assist with trade show, customer event, employee event, training session, and company meeting preparation.
- Support event logistics, including registration, schedules, booth materials, promotional items, shipping, supplies, attendee lists, and post-event follow-up coordination.
- Coordinate with printers, promotional vendors, marketing partners, agencies, and other outside resources as assigned.
- Assist with ordering and maintaining marketing materials, promotional items, apparel, signage, displays, and event supplies.
- Help prepare materials and communications for product launches, webinars, customer presentations, and other marketing initiatives.
General Administrative & Office Support
- Provide general administrative support to leadership, marketing, sales, service, operations, and office staff as assigned.
- Answer incoming phone calls, direct calls appropriately, and provide professional front-office support when needed.
- Greet visitors and assist with visitor coordination, meeting room setup, and general reception duties as needed.
- Assist with filing, scanning, data entry, document preparation, mailing, copying, and general office organization.
- Support meeting preparation, including scheduling, agendas, handouts, room setup, follow-up notes, and coordination of action items when assigned.
- Help maintain contact lists, customer lists, marketing lists, internal distribution lists, and other administrative records.
- Assist with office supplies, shared office resources, internal notices, employee communications, and company coordination needs.
Cross-Functional Coordination
- Act as a support resource between Marketing, Sales, Service, Project, Operations, Administration, and leadership teams.
- Maintain organized digital and physical filing systems for marketing, communication, and administrative materials.
- Provide timely support for department requests while managing priorities and communicating workload limitations when needed.
- Identify missing information, outdated materials, inconsistent branding, or administrative issues and bring them forward for correction.
- Perform other marketing, communications, and administrative duties reasonably assigned based on business needs.
Supervisory Responsibility:
None
Knowledge, Skills and Abilities:
- Working knowledge of marketing, communications, social media management, digital content creation, email marketing, and brand consistency.
- Strong written and verbal communication skills, including proofreading and attention to tone, grammar, and accuracy.
- Strong organizational skills with the ability to manage multiple tasks and follow through on assignments.
- Strong attention to detail and ability to maintain accurate, organized records and files.
- Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
What You’ll Need (Required):
- Visual & Written Content Creation: Proficiency with Canva or similar design tools, paired with a strong comfort level drafting, editing, and proofreading engaging content.
- Social Media Management: Experience independently creating, scheduling, publishing, and maintaining an active, professional presence across Facebook, Instagram, and LinkedIn.
- Campaign & CMS Tools: Hands-on experience navigating email marketing platforms and managing routine content within a web content management system (CMS).
- AI Literacy: Basic experience using AI tools to assist with content generation, brainstorming, research, or workflow efficiency.
Bonus Points If You Have (Preferred):
- Experience with advanced design software, particularly Adobe Creative Suite.
- Familiarity with website management through WordPress.
- Working knowledge of CRM systems and social media scheduling tools such as Hootsuite, Buffer, or Later.
- Ability to learn new software, systems, templates, brand standards, and company processes.
- Professional demeanor with the ability to answer phones, greet visitors, and communicate with customers, vendors, and employees.
- Creative mindset with a willingness to support both marketing-related work and general administrative tasks.
- Ability to collaborate effectively across departments and support team-based outcomes.
- Positive attitude and demonstrated commitment to Respect, Teamwork, Flexibility, Learning, and Community Minded values.
Qualifications:
- Associate degree or bachelor’s degree in marketing, Communications, Business Administration, Graphic Design, or a related field preferred.
- One to two years of hands-on marketing, communications, digital content, or related experience is required; relevant internship or substantial school-project experience may be considered for a strong early-career candidate.
- Demonstrated experience creating presentations, flyers, newsletters, social media posts, digital content, email campaigns, or other basic marketing materials.
- Experience in HVAC, construction, energy systems, technical products, manufacturing, or a project-based environment is helpful but not required.
- Interest in developing within the marketing function while also supporting general business administration.
Key Performance Indicators (KPIs)
Success in this role will be measured by the accuracy, timeliness, professionalism, and effectiveness of marketing and administrative support, including:
- Marketing Material Accuracy and Timeliness
Support timely preparation and updating of marketing materials, presentations, collateral, product information, newsletters, and customer-facing documents.
- Brand and Communication Consistency
Help maintain consistent branding, formatting, messaging, and visual presentation across company materials and platforms.
- Digital Marketing Execution
Independently execute routine social media posts, website updates, and email communications accurately, consistently, and on schedule, while maintaining basic performance tracking.
- Event and Trade Show Coordination
Support organized and timely preparation for trade shows, customer events, webinars, internal meetings, and company events.
- Administrative Responsiveness
Provide professional and timely support for phones, visitors, meeting coordination, document preparation, filing, data entry, and general office needs.
- Organization and File Management
Maintain accurate and organized digital and physical records for marketing assets, contact lists, templates, communication materials, and administrative files.
Provide responsive support to Marketing, Sales, Service, Operations, Administration, and leadership while managing priorities effectively.
Demonstrate continued development in marketing tools, company products and services, internal processes, and brand standards.
- Customer and Company Professionalism
Represent the company professionally in communications with customers, vendors, visitors, employees, and internal stakeholders.
Position Impact
This role is designed to:
- Provide practical marketing support while creating a development path for a growing marketing resource
- Improve the organization, consistency, and timeliness of company marketing materials and communications
- Provide reliable day-to-day ownership of social media, routine website updates, email campaigns, newsletters, events, and trade show support
- Provide general administrative support that improves office coverage and cross-functional coordination
- Extend the marketing transition period by allowing the new employee to learn from existing marketing resources
- Improve overall internal support, customer-facing professionalism, and company communication flow
Why should you join Yanmar Energy Systems North America?
Yanmar Energy Systems North America is building on a strong foundation of technical expertise, customer service, and innovation in the HVAC and energy solutions markets. As part of Yanmar’s broader energy systems business, we are focused on delivering high-performance, energy-efficient solutions that support our customers’ operational, comfort, and sustainability goals.
Joining YESNA means becoming part of a growing organization that values teamwork, professionalism, continuous improvement, and long-term customer relationships. Our team works in a collaborative environment where employees have the opportunity to contribute, learn, and grow as the business continues to evolve.
Yanmar Energy Systems North America offers opportunities for professional development, meaningful work, and attractive benefits. Join our team and help support the continued growth and success of our organization.
Yanmar Energy Systems North America, Inc. is an Equal Opportunity Employer.
This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. This job description also does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Pay: $68,000.00 - $80,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
