Marketing Process Coordinator

Job Summary

The Marketing Process Coordinator serves as a key operational expert within the Marketing Operations function, owning critical workflows, systems, and processes that ensure accuracy, compliance, and efficiency across marketing programs. This role proactively manages end‑to‑end marketing activity data, vendor‑supported program workflows, and post‑campaign processes with a high degree of independence and accountability. This position partners closely with Marketing Operations, Accounting, field teams, and cross‑functional stakeholders to enhance process quality, reduce friction, and ensure consistent execution. Must be a detail‑driven professional who brings operational insight, systems fluency, and problem‑solving expertise to support scalable, high‑performing marketing operations.

Responsibilities

Essential Functions

• Owns and governs marketing operational processes in Smartsheet, Salesforce, and related operational systems, exercising independent judgement to ensure data integrity, process compliance, and operational efficiency. 
• Establishes and maintains tagging standards, status updates, and documentation for visibility and reporting. 
• Leads post-activity workflow execution, evaluating completeness, approvals, and follow through to ensure timely closure and alignment with internal and external requirements. 
• Independently monitors and evaluates marketing activities proactively, identifying risks, resolving issues where possible, and escalating concerns to Marketing Operations leadership with recommended actions. 
• Manages and optimizes backend workflows for vendor-supported marketing activities, including Marketing Development Funds (MDF) payment processing, credit memos, and reconciliation. 
• Tracks open line items, activities, marketing activities, and maintains visibility by consolidating documentation with the Marketing Operations Analyst while coordinating with Accounting and internal teams to ensure accurate processing, documentation, and communication.
• Assists in refining and documenting standardized workflows to improve efficiency and compliance. 
• Serves as a subject matter expert for field teams and internal partners on MDF process requirements, documentation, workflows, and timelines, providing guidance and resolving inquiries. 
• Provides clear guidance on submitting MDF requests, documentation, and follow-up items. 
• Ensures documentation and system data are complete for audits, reporting, and process reviews. 
• Proactively partners with internal teams and field personnel to ensure timely submission of documentation and adherence to external, vendor, and manufacturer program guidelines.
• Holds stakeholders accountable to deadlines and compliance requirements in a professional, collaborative manner.
• Resolves conflicts or delays with tact and persistence to maintain program integrity and prevent loss of funds.
• Escalates unresolved issues to leadership promptly, ensuring follow-through and accountability.
• Partners with Marketing Operations to improve MDF tools, templates, and process documentation while supporting broader operational needs such as campaign process management, digital asset management, vendor coordination, reporting and analytics, compliance workflows, and other Revenue Operations requests as assigned.
• Provides operational support for additional revenue operations requests as assigned to maintain accuracy, consistency, and workflow alignment.  

Non-essential Functions

• Assists with special projects as needed.
• Provides backup support for related marketing operations tasks during peak periods or team member absences.
• Participates in training sessions, team meetings, and cross-functional discussions to build understanding of marketing workflows and systems.
• Participates in company events and industry engagements as needed, including occasional travel for activities (e.g. Sales Kickoff (SKO), NAED Conference, or other industry events) as required.
• Supports strategic operational initiatives, process improvement projects, and system enhancements as the marketing operations function evolves.
• Other duties as assigned by supervisor or other designate.

Qualifications

• Associate’s degree or equivalent work experience required. 
• 1+ years of experience in marketing operations, administrative support, sales support, accounting coordination, or a related operational role.
• Strong attention to detail with a demonstrated ability to manage data accurately across systems. 
  Comfort working with spreadsheets, documentation, and multi-step workflows.
• Experience using or learning tools such as Smartsheet, Salesforce, SAP, or similar platforms. 
• Exposure to marketing operations, vendor-supported programs, or cross-functional workflows preferred.
• Experience supporting financial or administrative processes tied to marketing or sales activities preferred. 
• Interest in process improvement, documentation, or operational efficiency preferred. 
• Strong organizational, time management, and follow-through skills.
• Clear written and verbal communication skills. 

Skills and Abilities

• Detail Orientation: Consistently produces accurate, complete, and reliable work.
• Process Discipline: Follows established workflows while identifying and flagging gaps or issues.
• Execution Focus: Strong follow-through on tasks, deadlines, and documentation requirements.
• Collaboration: Works effectively with marketing, accounting, and field teams.
• Communication: Clearly explains process requirements and status updates to internal partners.
• Problem Identification: Recognizes issues early and escalates appropriately.
• Adaptability: Learns new systems and processes quickly as operational needs evolve.
• Integrity & Accountability: Demonstrates ownership, confidentiality, and adherence to guidelines.

Physical Requirements

Frequency at which you would carry/lift in a typical day:
Occasionally 0 – 33% Frequently 34 – 66% Continuously: 67 – 100%

• Lift from Waist:
  • < than 10 lbs. - Occasionally
  • 10 to 25 lbs. - Occasionally
  • 26 to 50 lbs. - Not at all
  • 51 to 75 lbs. - Not at all
  • 75 to 100 lbs. - Not at all
  • 100+ lbs. - Not at all
• Lift from Floor:
  • < than 10 lbs. - Not at all
  • 10 to 25 lbs. - Not at all
  • 26 to 50 lbs. - Not at all
  • 51 to 75 lbs. - Not at all
  • 75 to 100 lbs. - Not at all
  • 100+ lbs. - Not at all
• Carried for Distance:
  • < than 10 lbs. - Not at all
  • 10 to 25 lbs. - Not at all
  • 26 to 50 lbs. - Not at all
  • 51 to 75 lbs. - Not at all
  • 75 to 100 lbs. - Not at all
  • 100+ lbs. - Not at all

Physical Activity

Frequency at which you would do the following in a typical day:

• Sitting (a continuous period of being seated) - Continuously
• Standing (for sustained periods of time) - Occasionally
• Walking (moving about on foot to accomplish tasks) - Occasionally
• Bending/stooping (downward and forward) - Not at all
• Crawling (moving about on hands and knees or hands and feet) - Not at all
• Climbing/Walking Stairs (ascending or descending) - Frequently
• Reaching (extending arms in any direction) - Frequently
• Crouching/squatting (bending the body downward and forward by bending leg and spine) - Not at all
• Kneeling (bending legs at knee to come to rest on knee(s)) - Not at all
• Balancing (maintaining body equilibrium to prevent falling) - Continuously
• Repetitive motion (substantial movement (motions) or the wrists, hands, and/or fingers) - Continuiously
• Pivoting (movement in any direction with one foot, keeping the other in contact with the floor) - Not at all
• Pushing/Pulling (using upper extremities to press against or draw or tug) - Not at all
• Grasping (Applying pressure to an object with the fingers and palm) - Occasionally
• Fingering (picking, pinching, typing; working with primarily fingers and not whole hand) - Continuously
• Talking (expressing or exchanging ideas by means of the spoken word) - Continuously
• Driving (the control and operation of a motor vehicle) - Not at all
• Desk work (work usually performed at a desk) - Continuously
• Use of a computer - Continuously
• Use of a telephone - Continuously
• Hearing (Perceiving the nature of sounds at normal speaking levels) - Continuously
• Exposure (to adverse weather & temperature conditions) - Not at all
• Travel (travel needed to perform job duties) - Occasional

Additional Information

This job description is a summary of the job duties and responsibilities and is not intended to cover all possible job duties and is subject to change at the employer’s discretion. Employees must be able to perform the essential job duties and satisfy job requirements either with or without a reasonable accommodation.