Marketing Administrator

About Us:

Madison Group is a widely diversified real estate and land development company with extensive experience in building master-planned communities, low-rise, and high-rise residential projects. Madison Group also operates a substantial portfolio of retail, commercial, and industrial projects.

For over 55 years, Madison Group has built its foundation on integrity and innovation and our commitment to our customers is our foremost priority. Madison Group focuses on creating quality homes and residences in desirable areas firmly rooted in a sense of community. Our reputation is defined by the talent, dedication, and passion of our team.

For further information, please visit our website at madisongroup.ca.

General Description

We are seeking a highly organized, detail-oriented, and proactive Marketing Administrator to support the day-to-day operations of Madison’s marketing team This role combines marketing administration, vendor coordination, billing support, meeting coordination, site visits, sales office operations, and assistance with home staging.

The ideal candidate is an excellent communicator who can manage multiple priorities, maintain strong relationships with vendors and internal teams, and ensure that marketing and sales activities run smoothly and efficiently.

Primary Responsibilities

Vendor Communication

• Serve as a primary point of contact for marketing vendors, suppliers, contractors, photographers, designers, and other external partners.
• Coordinate vendor communications, schedules, deliverables, and follow-ups.
• Request quotes, coordinate services, and track project timelines.
• Maintain organized vendor records, contact information, contracts, and documentation.
• Ensure vendors receive the information and materials required to complete projects successfully.

Billing & Administrative Support

• Collect, review, and process vendor invoices and billing documentation.
• Track marketing expenses, invoices, purchase orders, and payments.
• Assist with budget tracking and reporting.
• Maintain accurate records of marketing-related expenses and commitments.
• Provide general administrative support to the marketing team.

Meetings & Coordination

• Coordinate internal and external meetings, including scheduling and logistics.
• Prepare meeting agendas, presentation materials, and supporting documents.
• Take and distribute meeting notes and track follow-up items.
• Coordinate calendars and ensure key stakeholders are informed of meetings, deadlines, and updates.

Site Visits & Project Coordination

• Attend and coordinate site visits with vendors, consultants, sales teams, and project stakeholders.
• Assist with inspections, photography, signage, marketing installations, and other on-site marketing requirements.
• Document site visit observations and communicate follow-up requirements.
• Help ensure sales and marketing spaces are properly prepared and maintained.
• Ensure sales office and model home deficiencies are documented and tracked.

Sales Office Operations

• Support the day-to-day operation and presentation of the sales office.
• Coordinate office supplies, marketing materials, signage, displays, and promotional collateral.
• Ensure brochures, floor plans, price lists, samples, and other sales materials are current and available.
• Liaise with site administrators to identify operational and marketing needs.
• Help maintain a professional, organized, and welcoming environment for prospective purchasers.

Home Staging & Presentation

• Assist with home staging activities for model homes and inventory homes.
• Coordinate with staging companies, decorators, movers, and other suppliers.
• Assist with furniture, décor, accessories, artwork, signage, and styling requirements.
• Coordinate deliveries, installations, removals, and touch-ups.
• Conduct walkthroughs to ensure homes and presentation spaces meet established standards.

Experience Requirement:

• 2+ years of experience in marketing administration, office administration, real estate, new home development, construction, or a related field.
• Strong organizational and time-management skills with the ability to manage multiple projects simultaneously.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Professional and confident when communicating with vendors and internal teams.
• Proficiency with Microsoft Office and/or project management tools, such as Trello and Hubspot.
• Strong interpersonal skills and a customer-service mindset.
• Ability to work independently while also supporting a collaborative team.
• Comfortable attending site visits and working in active construction or home presentation environments.
• A valid driver's license and access to a vehicle is required.

Work Environment

• Full-time in-office position
• Travel to Presentation Centers and for events is a requirement

Madison Group celebrates diversity and is proud to be an equal opportunity employer. We are committed to creating an inclusive environment for all employees and applications and make all employment-related decisions without regard to race, colour, religion, sex, national origin, sexual orientation, gender, age, or disability.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

AI may be used during the recruitment and interview process.

Compensation: $55,000 - $60,000