Marketing Operations Coordinator

Scale Army

Role Overview

The Marketing Operations Coordinator will manage campaign workflows, maintain operational hygiene, and ensure on-time execution across multiple brands. Reporting directly to the Director of Marketing Operations, this role is central to coordinating channel managers, enforcing process discipline, and supporting seamless marketing delivery across Asana, SharePoint, and related systems.

Key Responsibilities

Project & Campaign Management

• Develop, manage, and optimize campaign workflows in Asana to ensure processes are followed and deadlines are met

• Maintain the 360 marketing calendar, ensuring accuracy, visibility, and alignment across five brands

• Coordinate with channel managers to move campaigns from planning through execution smoothly

Asana Workflow Management

• Enforce intake rules, ensuring no work begins without a formal marketing request or clear task description

• Ensure all tasks contain clear details, achievable due dates, and no timeline conflicts

• Monitor daily intake, manage basic non-campaign requests, and flag items requiring strategic review

• Proactively follow up on overdue tasks, identify blockers, and prevent execution delays

• Monitor team capacity and flag risks to delivery

SharePoint & Asset Management

• Maintain SharePoint folder structures, file nomenclature, and perform regular cleanups

• Serve as the internal point of contact for sharing requested assets via SharePoint links

Cross-Brand Marketing Operations

• Ensure all five brands are accurately represented in the marketing calendar and flag scheduling conflicts

• Manage quarterly direct mail send lists and monthly sweepstakes prize winners

• Perform pre-flight QA on campaigns, websites, emails, and social updates (links, content, dates, branding)

• Support tradeshow logistics, branded items, and creative asset coordination

• Act as the primary point of contact for printers, swag vendors, freelancers, and external partners

• Coordinate meetings by preparing agendas, distributing notes, and keeping discussions on track

• Support ad-hoc administrative tasks, including preparing budget review data and spreadsheet updates

Qualifications

Skills

• Strong proficiency in Asana (required) and SharePoint

• Familiarity with HubSpot and marketing campaign workflows

• Advanced proficiency in Microsoft Office, including Excel (formulas and pivot tables), Teams, and SharePoint

• Exceptional organizational skills with strong attention to detail

• Ability to identify errors such as broken links, typos, incorrect dates, or outdated branding

• Process-driven mindset with a preference for structured workflows and continuous improvement

• Strong professional communication skills across all levels of seniority

• Self-sufficient, proactive, adaptable, and collaborative working style

What Success Looks Like

• Asana workflows remain clean, compliant, and fully adopted across marketing and creative teams

• SharePoint enables efficient self-service access to final assets for all stakeholders

• The 360 marketing calendar is consistently accurate and dependable across all brands and channels

• Additional brands are onboarded operationally without disruption

• The Director of Marketing Operations is supported by a trusted, reliable partner in day-to-day execution