Marketing And Operations Coordinator

About the Role

We are a growing agency looking for a dynamic and highly organized Marketing and Operations Coordinator to become the central hub of our projects and marketing efforts. This is a pivotal role for a proactive individual who thrives on bringing order to chaos, driving projects to completion, and ensuring our marketing engine runs smoothly.

You will be the guardian of our timelines, the voice of our brand on social media, and the expert behind our client email campaigns and reporting. If you are a versatile problem-solver who loves checking tasks on a list, translating data into insights, and being the glue that holds a team together, this is your perfect opportunity to grow with us and make a tangible impact.

Key Responsibilities

Project Management and Coordination (40%)

• Act as the central hub for all active projects, maintaining a clear, real-time view of status, timelines, and resources using tools like Trello and Loomly.
• Sit in on client and internal meetings to capture discussion points, decisions, and critical action items with clear owners and deadlines.
• Proactively follow up with team members and clients on action items to ensure deadlines are met and nothing falls through the cracks.
• Distribute meeting summaries and status reports promptly to ensure alignment and accountability among all stakeholders.
• Manage project scope and change requests, communicating implications clearly to both the internal team and the client.

HubSpot Management and Reporting (30%)

• Build, execute, and manage email marketing campaigns within client HubSpot accounts, including segmentation and automation workflows.
• Design, build, and maintain custom dashboards and reports in HubSpot to track key marketing and sales KPIs for both the agency and our clients.
• Analyze campaign and performance data to provide actionable insights and recommendations for continuous improvement.
• Assist with other HubSpot configuration tasks as needed, such as form creation, list management, and CRM hygiene.

Marketing Support and Execution (30%)

• Schedule and publish engaging content across the agency's social media channels (LinkedIn, Instagram, Facebook).

• Create engaging posts for each client that are knowledgeable, concise, and include a strong call to action.

• Assist with SEO and tracking ranking results.

• Collaborate on ideas and strategy with the team to identify opportunities for clients.

• Provide general administrative support to the marketing team, including organizing digital assets and maintaining marketing calendars.

Who You Are

• A natural organizer: You can create structure, manage multiple priorities, and bring clarity to complex projects.
• Proactive and anticipatory: You anticipate whats needed and find solutions before issues arise.
• A clear communicator: You can explain technical concepts clearly and diplomatically to non-technical audiences.
• Meticulously detail-oriented: You take pride in producing accurate, error-free work.
• A versatile team player: You are collaborative, responsive, and ready to support the team wherever needed.

Qualifications and Must-Haves

• Proven experience (3+ years) in project coordination, marketing, or a similar multi-faceted role.
• Exceptional organizational and time-management skills, with the ability to manage multiple projects simultaneously.
• Superb verbal and written communication skills.
• Experience capturing meeting minutes, action items, and deliverables.

• Hands-on experience with HubSpot for email campaigns and reporting.

• Proficiency with social media platforms.

Ideal Candidate Will Have

• HubSpot certifications (e.g., Marketing Software, Reporting).

• Experience in a client-facing role, preferably at a marketing or creative agency.

• Experience with social media management tools (e.g., Loomly, Sales Navigator, Google Analytics).

• Ability to contribute ideas and proactively help grow the agency by exploring new avenues.

• Initiative to take action without being asked.