Marketing and Administrative Coordinator

About the role

This is a highly versatile role that will support both our accounting/administrative functions and our sales and marketing efforts. The ideal candidate is someone who enjoys keeping things organized, following through on tasks, managing details, and making sure deadlines don't get missed.

On the marketing side, you will work closely with our Marketing Manager to help execute campaigns, coordinate projects, maintain timelines, and provide the administrative support necessary to keep marketing initiatives moving forward. This is an excellent opportunity for an early-career professional who wants exposure to both business operations and marketing while developing a broad set of professional skills.

Why join HBS Systems?

At HBS Systems, you'll have the opportunity to work alongside a team that has spent more than four decades helping equipment dealerships operate more effectively. This position offers the opportunity to build experience across multiple areas of a growing technology company rather than being limited to a single function. You'll work directly with accounting, sales, and marketing while gaining hands-on experience with business systems, CRM technology, marketing execution, and financial operations.

• Career Growth: Opportunities for professional development and career advancement.
• Collaborative Culture: Join a team that values ownership, collaboration, and continuous improvement.
• Open PTO Policy
• Employee rewards program
• Paid holidays
• Medical, dental, vision insurance with dependent paid coverage
• 100% company-paid life insurance, short-term and long-term disability benefits
• 401(k) retirement plan

Position Overview

The Marketing & Administration Coordinator will spend approximately 50% of their time supporting accounting and administrative functions and 50% supporting sales and marketing initiatives, although the balance may vary depending on business needs and the time of month. This position is execution-focused rather than strategy-focused. You will not be expected to develop HBS's marketing strategy independently. Instead, you will work under the direction of the Marketing Manager to help turn plans into completed projects. Success in this role will come from being organized, responsive, detail-oriented, and capable of managing multiple priorities without letting tasks or deadlines fall through the cracks.

Responsibilities

Accounting & Administrative – Approximately 50%

• Assist with accounts payable and accounts receivable activities.
• Prepare and process invoices, payments, statements, and related documentation.
• Assist with customer and vendor account maintenance.
• Perform accurate data entry.
• Maintain, organize and audit electronic customer files.
• Assist with office administration and general business operations.
• Manage office supplies, vendors, and other administrative needs as assigned.
• Assist with scheduling, coordination, and general administrative tasks.
• Maintain accurate information within company systems, including Salesforce.
• Provide administrative support to accounting, sales, marketing, and leadership as needed.

Marketing & Sales Support – Approximately 50%

• Assist with execution of marketing campaigns and initiatives.
• Help maintain marketing project timelines and deadlines.
• Track outstanding tasks and follow up to ensure projects stay on schedule.
• Assist with email marketing campaigns and communications.
• Help coordinate and schedule social media content.
• Assist with LinkedIn and other digital content initiatives.
• Help create and update marketing materials and sales collateral.
• Support website content updates and maintenance.
• Assist with blog, content, and other written marketing projects.
• Help maintain marketing databases and contact information.
• Conduct lead list development, research, and data cleanup.
• Assist with trade shows, events, and other marketing activities.
• Help coordinate logistics, materials, deadlines, and follow-up associated with events.
• Assist with customer communications and marketing-related projects.
• Maintain accurate marketing and sales information within Salesforce.
• Provide general administrative support to the Sales and Marketing teams.
• Take ownership of assigned tasks and ensure they are completed accurately and on time.

Requirements

• A minimum of 2 years office or administrative organization experience.
• Must be available to work on-site in Allen, TX.
• Experience with accounting or bookkeeping.
• Experience with Salesforce or another CRM.
• Experience with Microsoft Excel and Microsoft Office.
• Experience with email marketing or social media platforms.
• Previous office, administrative, accounting, or marketing experience.

What Success Looks Like

The ideal person for this role is someone who gets things done. You don't need to be a marketing strategist or an experienced accountant. You do need to be someone who can take a task, understand what needs to happen, organize the details, and follow it through to completion.