Marketing Operations Coordinator

Responsibilities

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AI Systems & Knowledge Base Administration

• Build, organize, and maintain internal AI knowledge environments (Claude Projects, custom prompt libraries, and central documentation repositories).
• Audit and update product feature data, technical documentation, and specs inside AI knowledge bases so outputs stay accurate for Marketing, Enablement, and other downstream teams.
• Standardize AI prompt templates for recurring marketing, operational, and administrative tasks.
• Keep named owners, source lists, and a refresh cadence on core AI workspaces.
• Build n8n and Jira automations

Web Execution & Page Management

• Build, format, and publish web pages, landing pages, and web forms using provided copy and design assets in our existing web workflow (including Wordpress, Github, Astro, webhooks)
• Perform QA on web pages, forms, tracking links, and redirect rules before feature launches and marketing campaigns.
• Troubleshoot common form and page issues using documented procedures; escalate platform or code issues rather than redesigning the stack.

Lead Capture, Routing Handoff & Campaign Tracking

• Own the day-to-day path of marketing leads from form submit to CRM: which form collected the lead, which fields were passed, and which system the record landed in.
• Maintain a living inventory of live marketing forms and landing pages with destination, required fields, hidden fields (UTM, page URL, asset name, campaign ID), and failure/error handling.
• Ensure every inbound marketing lead is tagged to the correct campaign, source, medium, and offer so reporting is not dependent on manual lead-source assignment.
• Enroll leads in the correct nurture or lifecycle program when that is the agreed path; hand qualified or high-intent leads to Sales Operations under documented assignment rules rather than ad-hoc routing.
• Work with Sales Operations so assignment to sales reps follows the current queue, territory, or round-robin rules. Marketing Operations executes and QA’s the handoff; Sales Operations owns routing design.
• Keep campaign membership and tracking current (Salesforce Campaigns, Zoho campaigns, or the platform we standardize) so we can report which campaign, page, and form produced the lead.
• QA tracking links, UTMs, redirects, and thank-you pages before launch; after launch, confirm test submissions created the right CRM record, campaign association, and program enrollment.
• Flag and help resolve broken capture: missing leads, duplicate records, blank source fields, or leads that never entered a campaign or nurture stream.

SaaS Administration, Budget & Vendor Logistics

• Manage platform access, user permissions, seat allocations, credentials, and password vaults across marketing software tools, in partnership with IT.
• Coordinate departmental payment cards, log invoices, track software subscriptions and renewals, and support routine budget reconciliations as needed
• Maintain vendor documentation, contracts, and operational records.

Project Tracking & Operational Support

• Maintain Jira boards, project tracking, and launch checklists so deliverables stay on schedule.
• Document internal workflows, team SOPs, and cross-functional operational processes so the team is not dependent on one person’s memory.
• Partner with Sales Operations and consultants on form-to-CRM mapping, campaign definitions, and assignment rules. You operate and QA the agreed process; you do not design the CRM or marketing automation platform.

Skills & Qualifications:

• Experience: 1–3 years of experience in marketing operations, business operations, or technical coordination within a B2B SaaS or fast-paced technology environment.
• Tooling & AI Experience: Practical knowledge of modern AI tools (Claude, ChatGPT, Grok, or similar LLM environments) for documentation management, workflow support, and prompt structuring — not only casual chat.
• CMS & Web Basics: Experience working inside CMS platforms or modern web workflows (e.g., WordPress, web builders, or Git-based site publishing) with a basic understanding of web forms, hidden fields, and how submissions reach a CRM.
• Lead & Campaign Operations: Comfortable working with campaign membership, UTM or source fields, and form-to-CRM handoffs. You do not need to have built a marketing automation platform, but you should have seen leads move from a page into a CRM and into a campaign or list.
• Systems & Admin Aptitude: Comfortable managing Jira boards, platform credentials, software subscriptions, and operational task lists.
• Detail Orientation: Highly organized, with a systematic approach to software hygiene, document maintenance, and quality assurance. Writes things down. Stays calm when something is broken.

Nice to have

• Exposure to Zoho, Salesforce, or another CRM at a reporting or data-entry level.
• Familiarity with GitHub at the level of finding a file and following a publish process.
• Light experience operating workflow tools (n8n, Zapier, Make) from a documented playbook, not as the system architect.