Marketing & Office Coordinator

Job Description

Job Description

Commercial Industrial Properties (CIP) is seeking a Marketing & Office Coordinator to join our team. The Marketing & Office Coordinator is a dual-function role that serves as the operational backbone of the office while taking an active and growing role in marketing execution. This person ensures the day-to-day office environment runs smoothly — managing files, communications, vendor coordination, and administrative workflows — while dedicating a meaningful portion of their time to supporting marketing campaigns, producing collateral, maintaining the company's digital presence, and helping bring listings and brand initiatives to market.

This position is an in-office position. Our office is conveniently located between the Arboretum and the Domain.

Why CIP?

We believe our people are our greatest asset. That's why we invest in cutting-edge technology, foster strong mentorship and teamwork, and provide the resources needed to help our employees succeed.

As Austin continues to grow and evolve, so do we. Joining CIP means becoming part of a company that is actively shaping the future of commercial real estate in Central Texas while empowering its team members to build rewarding, long-term careers. If you're ambitious, client-focused, and passionate about the commercial real estate industry, you'll find exceptional opportunities to thrive with us.

Key Responsibilities — Marketing

• Design and produce property flyers, signage, listing packages, and market analysis presentations including creating and updating maps for marketing materials
• Maintain branded templates for listing materials, email headers, and social posts
• Coordinate production of branded merchandise and client-facing event materials
• Plan and execute email campaigns promoting listings and company news
• Manage and segment the email contact database; maintain list hygiene
• Track campaign performance metrics (open rates, clicks, conversions) and report results to leadership
• Develop and schedule content for social media
• Monitor social media comments and messages; engage professionally with followers
• Support growth of brand awareness and lead generation through consistent posting cadence
• Perform routine content updates to the company website (listings, team bios, news)
• Monitor website analytics (Google Analytics or similar) and flag performance opportunities
• Draft press releases and social announcements for company milestones and recognitions
• Prepare listing launch materials
• Coordinate listing updates across website, CREXI/LoopNet/CoStar/other platforms
• Track listing status, flyer revisions, signage, and marketing deadlines
• Assist with pitch packages, broker opinion of value packages, tour books, and market surveys
• Help maintain property photo libraries, logos, maps, broker headshots, and brand assets
• Proofread marketing materials for spelling, grammar, branding, broker contact info, property details, and legal disclaimers
• Ensure all public-facing materials are accurate before publication
• Maintain brand consistency across flyers, website, email campaigns, signage, and social media

Key Responsibilities — Office & Administrative

• Answer and route incoming calls; greet visitors and manage front-desk inquiries
• Maintain electronic and physical filing systems; manage document records and correspondence
• Operate and troubleshoot office equipment (copiers, scanners, phone systems)
• Manage office supply inventory and vendor coordination
• Coordinate client gift programs and other relationship-maintenance activities
• Support agents with documentation preparation and mailouts
• CRM maintenance and updates
• Distribute incoming mail and route outgoing correspondence
• Updating/editing properties to listing websites
• Manage sign install and removal with sign company
• Point of contact for property management company
• Organize company events
• Manage users on Office 365 and phone system
• Other duties as assigned

Qualifications

• Associate's or Bachelor's degree in Marketing, Communications, Business, or a related field preferred; equivalent experience considered
• 1+ years of experience in an administrative and marketing
• Prior exposure to commercial real estate is a plus but not required
• Adobe Creative Suite: InDesign, Photoshop, Illustrator (proficiency required)
• Microsoft Office: Word, Excel, PowerPoint, Outlook
• CRM systems (APTO, Salesforce, or similar)
• Email marketing platforms (Mailchimp, Constant Contact, or similar)
• Social media management tools (Hootsuite, Buffer, or native platforms)
• Basic web content management (WordPress or similar)
• ArcGIS (mapping) experience a plus
• Strong written and verbal communication skills with an eye for detail
• Self-starter with the ability to manage multiple priorities under deadline
• Creative mindset with a genuine interest in growing into a full marketing role
• Professional demeanor and client-service orientation
• Reliable, organized, and collaborative team player
• Maintain confidentiality regarding client information, deal activity, personnel matters, and company records.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Frequent use of hands and fingers to operate a computer, keyboard, telephone, and other office equipment.
• Ability to communicate effectively in person, over the phone, and via video conferencing platforms.
• Occasionally required to stand, walk, bend, reach, and move throughout the office.
• Ability to lift, and carry, office supplies
• Ability to visually review documents, marketing materials, and digital content for accuracy and quality.
• Must be able to work in a standard office environment with moderate noise levels and use standard office equipment, including computers, printers, copiers, and scanners.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

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