Marketing Administrative Coordinator & Events Coordinator - PGT Innovations

We’re looking for a Full-Time Marketing Admin and Events Coordinator who has a passion for being part of a winning team and serving a diverse community. If you’re looking for a career with an exciting, innovative, world-class company, we want to hear from you!

Summary: Assists in the execution of marketing department activities, projects, events, and programs.  Responsible for the daily, recurring marketing functions that require accuracy, speed, analytical explanations, problem solving, decision making and project management responsibilities. Also responsible for planning and coordinating events. We need someone who can coordinate events both onsite and offsite venues, adhere to the given budget, arrange onsite vendors, and ensure client satisfaction for the scheduled events.

Handle Marketing Inquiry which includes:

1. Answering incoming calls and emails from PGT internal departments, dealers, architects, vendors, trade associations and homeowners. Examples of external calls include:
   • Dealers asking for username and password in Prozone
   • Dealers requesting marketing materials and samples
   • Dealers requesting assistance in navigating thru Prozone for Dealers and the marketing materials fulfillment site
   • Architects requesting for NOA’s, CAD Drawings and other technical information about the products
   • Trade associations requesting sponsorships and advertising opportunities
   • Homeowners inquiring about the status of their rebates or why their claims are denied.
2. Approving User Registration for marketing materials sales portal and coordinate with Southeastern Print regarding admin permission.
3. Processing miscellaneous dealer/architect requests.

Administrative which includes:

1. Ordering of office supplies, create work orders as needed for office facility maintenance, create Tech service requests for IT related applications such as set up computers, desk phones, headsets, printers, label printers, etc.,
2. Administrative support including typing, filing, copying, shipping, arranging travel accommodations, coordinating programs, events, and conferences.
3. Assisting corporate cardholders in coding and submission of their expense reports in Concur as necessary.
4. Creating and developing visual presentations, reports and spreadsheets as requested.
5. Assist in proofreading of marketing collateral literature during the revision process, as needed.

Marketing Programs which include:

1. Provide support to Southeast Business Unit Marketing Development Fund program by maintaining a master worksheet for all MDF claims. Liaison with our preferred advertising vendor partner, dealers, and Sales team. This function includes:
   • Pre-approval of artwork of the advertising campaign
   • Review dealer MDF submission making sure all MDF requirements as described in the MDF brochure are met
   • Request the Sales Reps/Inside Sales Team to enter MDF Request on Sales Force
   • Summarize the week’s submissions and request approval from Credit
   • Enter the credit memos in Frontier
   • Scan and import the week’s MDF report in Sales Force
2. Coordinating and/or processing consumer rebate requests, field rebate requests from consumers and outside resources and maintains the database in Marketing shared folder of rebate activity.
   • Coordinate with IT to build and run showcase queries from Frontier and Quotrac
   • Convert query reports into workable excel or csv files
   • Analyze the circumstances surrounding specific orders based on the parameters of the promotion
   • Should be able to calmly and effectively reason out with difficult customers especially when their requests are denied.

Department Finances which include:

1. Accurately coding and endorsing of invoices to Accounts Payable for payment, monthly reconciliation of spending to budget, and overall budget tracking.
   • Keep a record of all invoices paid out of the marketing cost center
   • Keep track of report cut offs and company’s fiscal calendar due dates
2. Maintaining monthly Southeast Business Unit Marketing budget expenses. Work closely with marketing managers on budget maintenance and with the accounting team on accruals, journal entries and other necessary adjustments
3. Explain discrepancies at month end of budget vs actual spend
4. FLASH or move unspent dollars to succeeding months logically (where/when it is needed)
5. Ensure that Finance is notified and given updated copy of Marketing budget worksheet after close of each fiscal month/

Trade Shows and Corporate Events which include:

1. Oversee the planning and execution of a multitude of events (onsite and offsite) with complete understanding of the requirements while upholding the company’s vision and mission

• Plan events with attention to financial and time constraints
• Book venues, send invitations, schedule guests and speakers, draft and finalize contracts, lock down dates, coordinate logistics and success metrics
• Assist with developing content for event materials and work with graphic designer to produce collateral supplies and tools
• Source out event materials efficiently by selecting vendors who are creative, offer the best quality and cost effective
• If physical attendance is needed at the show:
  • Assist with set-up and breakdown of show materials
  • Perform final checks before the event starts to ensure everything on the checklist is marked complete.
  • Oversee event happenings and act quickly to resolve issues if needed
  • Provide assistance with social media posting about the event

1. Evaluate event’s success and submit reports

Must Haves:​

• High school diploma, associate degree preferred or previous experience
• Solid computer skills (Functional knowledge of common computer programs to extract data and generate reports)
• Proficiency in MS Office (Word/Excel/Outlook/PowerPoint), basic spreadsheet formulas
• OTJ knowledge of AS400
• OTJ knowledge of Frontier
• Basic understanding of accounting terms such as debit, credit, prepaid expense, accrual, and journal entry
• Ability to follow up with inquiries and requests for information
• Strong organizational, analytical, and reasoning skills
• Ability to work independently without close supervision
• Strong verbal and solid written communication skills to communicate effectively via telephone, e-mail, and letter
• Strong math skills to process rebates and keep track of budgets such as addition, subtraction, multiplication, division, percentages
• Ability to resolve conflicts with dealers, vendors, and homeowners

• Outstanding communication and negotiation ability
• Excellent vendor management skills

Behavior Competencies:

• Holds self and others accountable to meet commitments; accepts responsibility for own work, both successes and failures
• Plans and prioritizes work to meet commitments aligned with organizational goals; stays focused on plans and improvises in response to changes, including risks and contingencies 
• Builds partnerships and works collaboratively with others to meet shared objectives to add value
• Provides direction, delegating, and removing obstacles to get work done; asks

questions to understand the desired outcomes for the role and confirms

accountabilities with others so that work can be done effectively and efficiently.

• Consistently achieves results, even under tough circumstances; holds self to

high standards of performance

At PGT Innovations, we may build and support high-quality, innovative windows and doors, but every day holds opportunities for us to do so much more – from building stronger teams through leading, supporting, mentoring, and collaborating, to fostering better relationships with our customers.

WHY WE’RE DIFFERENT

Every day we look for opportunities to grow and achieve greatness – together.

This isn’t an “everyone for themselves” environment. Here, we look out for each other. We help each other. We prop each other up during challenging times. 

Because inventing, building, and delivering the future of windows and doors is not a one-person job. It takes all of us.

• Our collaborative group.
• Our understanding family.
• Our strong team.

Working together to inspire greater opportunity for our customers, our community, and our team members. 

WHAT WE OFFER

• Competitive compensation
• Career advancement opportunities
• Medical coverage
• Dental coverage
• Tuition reimbursement
• Employee stock purchase plan
• 401k matching
• Profit sharing
• Paid time off
• Volunteer time off

PGT Innovations is an equal opportunity employer. Applicants are considered for positions without regard to race, color, creed, national origin, ancestry, religion, sex, sexual orientation, gender identity or expression, age, mental or

physical disability, marital/family/caregiver status, genetic information, military or veteran status, citizenship or any other characteristic protected by federal, state or local low. PGT Innovations also prohibits harassment of applicants or employees based on any of these protected categories.