Marketing Coordinator

VistaVu Solutions is an employee-owned tech company on a high growth curve. We deliver full lifecycle ERP implementations, transformation projects, and responsive support through our partnerships with SAP S/4HANA Cloud, SAP Business One, SAP Business ByDesign, Boomi, and Amazon Web Services to mid-market companies in a broad range of industries primarily within the United States and Canada. Our industry-specific expertise, product extensions, and award-winning services help our customers RUN GREAT! 

It’s our people that make VistaVu unique and different from other technology solution providers. We are intelligent, caring, driven and committed to the vision. We advocate for our customers and earn their trust by understanding their business, using proven processes to serve their needs, and delivering a high return on investment. Our core values shape our culture, define our character, and guide how to make decisions across every level of our organization.

Our Core Values

• Results: You want to work in a company based on meritocracy where your results determine your trajectory (not time served).
• Trust: When your manager gives you something you use your critical thinking and proactive mindset to find a way to get it done and done well.
• User Experience: You appreciate what good customer experience looks like and are driven to consistently go above and beyond for the customer.
• Embrace Change: You thrive within a dynamic and evolving organization.
• Growth: You are consistently investing in and upgrading your skills and experiences.
• Gratitude: You want to feel appreciated, and you look to say thank you loudly and often to others on the team.

The Opportunity

The VistaVu team is growing rapidly and is seeking a seasoned Marketing Coordinator to join our Marketing Coordinating. The successful candidate must support the execution of high-impact marketing programs by coordinating event logistics, managing campaign administration, ensuring accurate lead tracking, and maintaining alignment between marketing and sales systems. This role plays a pivotal part in enhancing VistaVu's operational efficiency, and lead generation efforts by proactively managing details, ensuring data accuracy, and supporting cross-functional collaboration.  

Success in this role requires someone who is detail-oriented, thrives in a structured yet dynamic environment, and takes pride in owning the small details that fuel big-picture success. 

How do you know you are a fit?

• You thrive in a collaborative environment.
• You are a team player.
• You are self-motivated, and results-driven.
• You have good requirement-gathering skills.
• You have good strategic planning and time management skills.
• You have strong client engagement abilities.

What will you be doing?

Event and Campaign Coordination

• Own end-to-end planning and execution of company participation in events, trade shows, and conferences.
• Act as the central point of contact between Marketing, Sales, leadership, and external vendors.
• Coordinate event selection and participation logistics, including registrations, sponsorship applications, and opportunity assessment.
• Manage event requirements: booth specifications, space needs, materials, equipment, staffing, and on-site logistics.
• Track and manage event budgets, pricing, approvals, and cost alignment.
• Plan and document attendee lists, internal roles, travel/logistics ownership, and responsibilities.
• Order, inventory, and track delivery of all event materials; ensure accuracy and readiness.
• Maintain a single, centralized system documenting event status, timelines, dependencies, and updates.
• Provide regular, clear status updates to all internal stakeholders before, during, and after events.
• Support on-site and last-minute needs as required; Calgary-based candidates preferred for periodic office presence to verify materials and handle urgent issues.

Budget and Expense Management 

• Track marketing-related expenses tied to events, tools, and campaigns (ex. SAP Development Funds)
• Flag discrepancies and opportunities for cost savings to the Marketing Manager in a timely manner.
• Compile and submit marketing-related invoices to accounting. 

Award Application Management

• Manage the calendar of industry award submissions and ensure all applications are submitted on time.
• Track award outcomes and adjust targets to meet annual recognition goals.

Marketing Reporting & Visibility

• Collect, organize, and track incoming requests for marketing 
• Maintain clear, centralized visibility of active requests, priorities, and status.
• Support reporting readiness by ensuring information is accurate and up to date.

Collaboration & Adaptability

• Identify and organize customer quotations and case studies, such as G2, in collaboration with our Customer Experience and Customer Marketing teams. 
• Support cross-functional teams and fill in on unplanned or temporary tasks.
• Contribute to a positive team culture by embracing change, showing initiative, and helping meet shared deadlines. 

What experience do you need?

• 2+ years of experience in a marketing coordinator, marketing operations, or events support role—preferably within a B2B or technology-focused company.
• Proven experience managing event logistics, campaign coordination, and/or agency communication.
• Familiarity with marketing automation platforms (e.g., HubSpot) 
• Experience tracking budgets, managing timelines, and collaborating with internal and external stakeholders.
• Strong organizational skills and attention to detail, with a demonstrated ability to manage multiple projects simultaneously under tight deadlines. 
• Bachelor’s degree or equivalent in Business Administration, Operations, Project Management, Communications, Marketing or a related field.  
• Certifications (Considered an Asset): Project Management (PMP or CAPM), Event or Meeting Planning (CMP or equivalent)

Behavioral Competencies

• Accountability: takes ownership of tasks and sees them through to completion with minimal supervision; meets deadlines and follows through on commitments. Collaboration & Teamwork: works effectively across teams, especially with sales, agencies, and marketing colleagues; supports peers to achieve shared goals. Proactive Communication: keeps stakeholders informed; escalates issues or improvements early; provides timely updates and status checks. Initiative & Problem Solving: anticipates needs and roadblocks; takes the initiative to improve processes and identify cost-saving or efficiency opportunities. 
• Customer-Centric Mindset: understands internal and external stakeholder needs; ensures a high-quality experience for partners, agencies, and event participants. 
• Adaptability: embraces change and adjusts to shifting priorities, new systems, or unplanned responsibilities with a positive attitude. 
• Attention to Detail: delivers high-quality, error-free work in reporting, logistics, and lead tracking; spots inconsistencies and proactively resolves them. 

What’s in it for you?

• Influence the financial management, structure, and direction of our rapidly growing mid-market business.
• Competitive remuneration
  • Flexible Health and wellness spending account.
  • Bonus program.
  • STD, LTD, Life and Critical Illness benefit program.
• Work with great people in an environment where we live our core values.
• Growth as we provide you with challenges and opportunities to advance your career development and training.

At VistaVu Solutions, we are an equal opportunity employer committed to an inclusive and equitable workplace that values, represents and supports the communities in which we work and live. We welcome people from all backgrounds, ethnicities, cultures, and experiences and are committed to maintaining a respectful work environment that also supports the diverse needs of our employees. We do not discriminate on the basis of race, color, ancestry, religion, national origin, sexual orientation, age, citizenship, marital or family status, disability, gender identity or expression, veteran status, or any other legally protected status.  

VistaVu will make reasonable accommodations for qualified applicants who would require accommodation in applying for this role or throughout our hiring process unless undue hardship would result. Any applicant who requires accommodation should contact VistaVu's hiring team at [email protected]. The applicant should advise VistaVu what accommodations they need to participate in the process.