Marketing Operations Coordinator

Position Overview

The Marketing Operations Coordinator will play a vital role in ensuring the smooth execution of the marketing team's operations by handling key administrative and process-oriented tasks. This position will focus on repetitive, yet essential, operational activities that allow the marketing department to function efficiently. The Marketing Operations Coordinator will work closely with various teams within the marketing department and external vendors to ensure that processes such as paid marketing campaigns, invoice handling, website updates, and other logistical tasks are executed in a timely and accurate manner.

Key Responsibilities

Marketing Campaign Support

- Assist with the setup, monitoring, and management of paid marketing campaigns across multiple platforms.

- Track and maintain phone number setups for marketing campaigns and local websites, ensuring all numbers are correctly routed and functional.

- Set up custom Facebook audiences for retargeting campaigns

- Collaborate with the paid media team to ensure campaigns are aligned with the brand's goals and performance metrics.

Vendor & Agency Invoice Management

- Handle the allocation and processing of invoices from marketing agencies and vendors, ensuring proper documentation and timely submission for payment.

- Work closely with the finance team to ensure all invoices are paid on time and within budget.

- Maintain a system for tracking vendor payments and reconcile any discrepancies.

- Perform

Website & Phone System Updates

- Manage and test website updates, ensuring that existing and new content, forms, and landing pages are aligned with current campaigns.

- Coordinate updates to phone routing systems, ensuring they are configured properly for ongoing marketing efforts.

- Perform testing and troubleshooting to ensure systems are working as intended.

- Update lead notification infrastructure as needed to accommodate additional phone numbers or email addresses that franchisees request to have added or removed

Administrative Support & Department Expense Management

- Manage the handling and submission of department expense reports, ensuring receipts and documentation are collected and processed on time.

- Track and maintain records of marketing-related expenses and work with the finance department to reconcile any discrepancies.

- Ensure accurate processing and documentation for department budget management.

Franchise Owner Coordination

- Issue and manage the distribution of DocuSign documents to franchise owners to confirm investment amounts and secure approvals.

- Track the progress of signed documents and ensure timely follow-up with franchise owners to ensure completion.

- Maintain accurate records of signed agreements and investments.

Cross-functional Collaboration

- Collaborate with marketing teams (paid media, brand strategy, creative) to ensure operational tasks are completed on time and aligned with the department's needs.

- Act as a key point of contact for any operational queries within the marketing team, ensuring smooth communication between teams.

Required Skills & Qualifications

- Proven experience in marketing operations, project coordination, or administrative support within a marketing environment.

- Strong organizational skills with the ability to handle multiple tasks and manage competing priorities.

- Experience working with vendors, managing invoices, and collaborating with finance or accounting teams.

- Strong attention to detail and problem-solving skills, particularly in a fast-paced environment.

- Ability to handle sensitive information and maintain confidentiality.

- Familiarity with marketing platforms (Google Ads, social media tools, email marketing, etc.) and basic web management tools (WordPress) is a plus.

- Strong communication and interpersonal skills, with the ability to collaborate effectively across teams.

- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and project management tools (Trello, or similar).

- Experience with DocuSign, phone systems, and other administrative software is a plus.

Additional Notes:

• 8:30 PM - 5:30 AM PH

• WFH