Marketing & Communications Operations Coordinator

CHAOS Industries•Washington, DC

9d•$80,000 - $110,000•Onsite

About The Position

CHAOS Industries is seeking a highly organized, detail-oriented Marketing & Communications Operations Coordinator to help its Marketing & Communications (MarCom) team run smoothly and efficiently. The role coordinates team operations, vendors and external partners, and day-to-day project management across the MarCom portfolio. It maintains calendars, project plans, records, and workflows; tracks timelines, deliverables, decisions, and action items; and helps identify process improvements and potential project risks. The position requires working across teams and with internal and external stakeholders in a fast-paced, entrepreneurial environment.

Requirements

2–5 years of experience in marketing, communications, project management, operations, agency work, 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, taking 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 working with 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 so information is easy for the team to find and use.
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, eliminate unnecessary administrative work, and improve team efficiency.
Serve as the team's source of truth for timelines, deliverables, and operational details.
Serve as a day-to-day point of 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 in partnership 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.
Manage day-to-day project coordination 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 outstanding tasks, deliverables, approvals, and decisions.
Identify potential delays, gaps, or 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 across the team.
Maintain a clear view of the MarCom team's portfolio and help ensure priorities are not lost amid competing demands.