Job Description

The Coordinator, Marketing Operations supports the efficient operation of the marketing department through administrative, budget and procurement, project coordination, and meeting support activities. This role manages core administrative duties for the CMO and broader department, coordinates marketing budget and procurement processes in partnership with the Senior Manager of Marketing Operations and assists with day-to-day scheduling and project management of marketing assets in production. The coordinator works closely with Marketing, Finance, Procurement, and other cross-functional partners to ensure smooth day-to-day operations.

This role requires someone who is confident, intellectually curious, and service driven, with exceptional organizational skills, and the poise and professionalism to engage with the CMO and leadership staff. The Coordinator will analyze situations and use their strong initiative to prevent and resolve problems.

RESPONSIBILITIES:

Administrative Support for CMO

• Manage the CMO’s calendar for internal and external meetings, including scheduling, rescheduling, and resolving conflicts.
• Coordinate logistics for virtual and in-person meetings, including room/Zoom setup and required materials.
• Arrange and manage CMO travel, including booking transportation and accommodations, updating itineraries, and handling changes as needed.

• Prepare, submit, and track CMO expense reports and reimbursements in a timely and accurate manner, ensuring adherence to company policies.

Administrative & Project Support for Operations Team

• Serve as first point of contact for daily marketing support questions from the organization, connecting people with the appropriate resources or staff.
• Assist with day-to-day scheduling and project management of marketing assets in production, helping track timelines, deliverables, and dependencies across stakeholders.
• Coordinate with internal and external printing vendors, including estimating, scheduling, proofing, and delivery logistics.
• Maintain and organize departmental archives, shared drives, and internal documentation.

• Manage supply and equipment orders for the department, including purchasing, tracking, and inventory updates.

Budget & Procurement Support

• Pull regular and ad‑hoc budget reports from designated systems.
• Perform initial budget clean‑up, coding checks, and simple reconciliations before escalating to Senior Manager of Marketing Operations.
• Initiate and track purchase requests, vendor setups, and renewals in alignment with procurement processes and timelines.
• Ensure required documentation (e.g., SOWs, quotes, approvals) is complete and submitted for procurement and contracting activities.