Marketing & Communications Operations Coordinator

CHAOS Industries•Columbia, WA

8d•Onsite

About The Position

CHAOS Industries is hiring a highly organized, detail-oriented Marketing & Communications Operations Coordinator to help its Marketing & Communications (MarCom) team operate smoothly and efficiently. The role coordinates the team’s calendars, campaigns, events, launches, publications, announcements, and other activities; maintains shared resources and documentation; supports internal planning and leadership updates; and tracks decisions and follow-through. The coordinator also manages day-to-day coordination with vendors and external partners, including scopes, timelines, deliverables, contracts, invoices, and records. Across the MarCom portfolio, this person maintains project plans and task trackers, coordinates meetings and follow-ups, monitors milestones and dependencies, identifies potential delays, and helps establish consistent processes. The role calls for someone who can keep priorities visible and work effectively in an entrepreneurial environment where priorities move quickly. CHAOS Industries is a defense technology company founded in 2022. It is headquartered in Los Angeles and has offices in Washington, D.C., San Francisco, San Diego, and London. The company reports 500+ employees across five global offices. The role is identified as onsite in the posting. The stated base salary range is $80,000–$110,000; additional compensation may include stock options and, when available, annual bonuses.

Requirements

2–5 years of experience in marketing, communications, project management, operations, an agency, or a related field.
Proven experience coordinating multiple projects, deadlines, deliverables, stakeholders, and/or vendors simultaneously.
Exceptional organizational skills and attention to detail.
Strong project management skills, including building and maintaining timelines, tracking dependencies, managing action items, and following up on deliverables.
Proactive and self-directed, with the ability to anticipate next steps.
Excellent written and verbal communication skills and the ability to communicate clearly and professionally with internal and external stakeholders.
Strong follow-through and accountability, with ownership of tasks through completion.
Ability to manage competing priorities, shifting deadlines, and multiple workstreams in a fast-paced environment.
Comfort working across teams and with people at different organizational levels.
Strong vendor and relationship-management skills, including coordinating external partners and holding them accountable to timelines and deliverables.
Comfort using project management, collaboration, spreadsheet, and marketing tools.
Process-oriented mindset and interest in improving workflow efficiency and effectiveness.
Resourceful problem-solving skills and ability to identify gaps and find solutions with limited direction.
Interest in marketing and communications and enthusiasm for learning how a high-performing MarCom team operates.
Comfort operating in an entrepreneurial environment where priorities move quickly.

Responsibilities

Help manage the team’s annual and ongoing marketing and communications calendars.
Coordinate planning for campaigns, events, launches, publications, announcements, and other MarCom activities.
Maintain shared files, templates, resources, and documentation.
Prepare materials for team meetings, planning sessions, leadership updates, and other internal forums.
Track decisions, action items, and next steps, and ensure follow-through.
Identify opportunities to streamline processes and reduce unnecessary administrative work.
Maintain a reliable source of truth for timelines, deliverables, and operational details.
Serve as a day-to-day contact for marketing and communications vendors, agencies, freelancers, and other external partners.
Coordinate project scopes, timelines, deliverables, meetings, and communications with vendors.
Track contracts, statements of work, invoices, budgets, and related administrative details with appropriate team members.
Help ensure vendors have the information, assets, feedback, and approvals needed to deliver work on time.
Maintain organized records of vendor relationships, projects, deliverables, and key contacts.
Coordinate day-to-day projects across the MarCom team and track schedules, milestones, and deadlines.
Maintain project plans, timelines, calendars, task trackers, and other organizational tools.
Follow up with team members and cross-functional partners on tasks, deliverables, approvals, and decisions.
Identify potential delays, gaps, and dependencies early and flag them to the appropriate team member.
Coordinate meetings, agendas, notes, action items, and follow-ups as needed.
Help establish and maintain consistent project management processes and ways of working.
Maintain visibility into the MarCom team’s portfolio and help ensure priorities are not lost amid competing demands.