Marketing Administrative Coordinator

MCAP at a Glance

Joining MCAP means you will be a part of our diverse workforce of highly talented individuals who are recognized for their expertise and success At MCAP, your professional expertise, commitment to teamwork and passion for service excellence are recognized and rewarded with competitive total rewards offering, a career with continuous learning and development (formal & informal training), and exciting opportunities in a dynamic, entrepreneurial environment.

The Role

The Marketing Administrative Coordinator provides operational and administrative support across the Marketing and Communications team, enabling the effective execution of marketing programs, campaigns, and initiatives. This role supports multiple brands and business units across both B2B and B2C initiatives, with a primary focus on budget administration, online store and inventory management, swag and promotional support, and general marketing administration.

The role works closely with Marketing Managers and the broader Marketing team to ensure accurate financial tracking, efficient processes, and smooth day to day operations across marketing activities.

Budget Administration & Financial Support

• Provide administrative support for marketing budgets, including invoice preparation, coding, tracking, and coordination of approvals with marketing stakeholders and Finance.
• Track monthly budget administration and reconciliation activities, including tracking expenses against the marketing budget and maintaining budget trackers.
• Prepare and reconcile marketing credit card statements, ensuring receipts are collected, coded accurately, and submitted in a timely manner.
• Coordinate translation invoicing and support reconciliation of related expenses.
• Track, review, and reconcile marketing expenses across the team to ensure accuracy, completeness, and alignment with approved budgets.
• Support ongoing budget maintenance and oversight for the Marketing team, identifying discrepancies and flagging issues as needed.
• Contribute to identifying opportunities to improve efficiency and consistency in financial and administrative processes.

Online Store, Swag & Promotional Programs

• Support the day to day operation of the corporate online store, including monitoring inventory levels, coordinating restocking, and supporting reconciliation activities.
• Track and action promotional and swag requests, working closely with preferred vendors to obtain quotes, place orders, and coordinate delivery while adhering to brand guidelines, budgets, and timelines.
• Maintain accurate inventory records for swag and promotional items, including tracking usage, replenishment, and billing reconciliation.
• Support corporate gifting initiatives and swag programs, including order coordination and budget tracking.
• Monitor online store performance and inventory levels, ensuring items are refreshed and restocked in a timely manner to support campaigns, tradeshows, and BDM needs.
• Partner with Finance to support monthly financial reporting and reconciliation related to the online store and promotional spend.

Event, Tradeshow & Sponsorship Administration

• Provide administrative support for events, tradeshows, and sponsorships, including booking logistics, registrations, and coordination of required materials.
• Order and coordinate swag and promotional items to support events and sponsorship activations.
• Support the Events team on event related projects as required, including pre event preparation and post event follow up.

General Marketing & Administrative Support

• Review and action all inquiries in the Marketing team inbox, triaging requests and general inquiries and ensuring timely follow up.
• Provide general administrative support to the Marketing team, including coordination of requests, documentation, and scheduling support as needed.
• Support marketing campaigns and initiatives across brands and lines of business by assisting with administrative and operational tasks.
• Assist with internal team functions and coordination of closing gifts and related logistics.

Marketing Processes & Standards

• Follow established marketing standards and processes for routine work, ensuring consistency and accuracy.
• Support the documentation and improvement of marketing processes and administrative workflows.
• Contribute ideas and suggestions to improve efficiency, accuracy, and ways of working across the Marketing team.

What You Bring To The Team

• 1–3 years of experience in a marketing, communications, or administrative support role.
• Experience providing administrative or operational support within a marketing or corporate environment.
• Exposure to budget administration, invoice processing, expense tracking, or vendor coordination is an asset.
• Experience supporting marketing programs, events, swag, or promotional activities is considered an asset.
• Working knowledge of marketing and communications principles, with a strong understanding of operational and administrative support requirements.
• Strong attention to detail and accuracy, particularly when working with financial information, invoices, and reconciliations.
• Excellent organizational and time management skills, with the ability to manage multiple tasks and competing priorities in a fast paced environment.
• Strong interpersonal and communication skills, with the ability to interact professionally with internal stakeholders, external vendors, and partners.
• Ability to maintain confidentiality and handle sensitive information with discretion and integrity.
• Strong administrative and coordination skills, including documentation, tracking, and follow up.
• Customer service mindset, with a proactive and solutions oriented approach to supporting team needs.
• Ability to work independently while also contributing effectively within a collaborative, team based environment.
• Comfortable working with budgets, tracking expenses, and supporting vendor and invoice management.
• Reliable, accountable, and detail oriented, with a demonstrated ability to follow established processes and meet deadlines.
• Interest in learning, improving processes, and contributing to continuous improvement within the Marketing team.
• Post secondary education in Marketing, Communications, Business Administration, or a related field is considered an asset.

If this sounds like you and you are looking to be a part of one of Canada’s largest independent mortgage finance companies, then we want to hear from you

Be A Part Of Something Great

MCAP is Canada’s largest independent Mortgage Finance company with over $150 billion in assets under management providing mortgage solutions for residential and commercial properties. For over 35 years, MCAP originates, trades, securitizes and services mortgages in offices across Canada. MCAP originates residential mortgages exclusively through the mortgage broker channel as we believe that a professional mortgage broker is a consumer's best option and MCAP actively promotes the services of mortgage brokers across the country. MCAP is also a leader in the Canadian residential construction lending market with over 25 years in the business. Our teams of dedicated professionals serve a variety of developer, construction and lender clients across Canada.