Marketing Coordinator

Wilderness Resort•Wisconsin Dells, WI

27d

About The Position

The Marketing Coordinator serves as the operational backbone of the marketing department, ensuring marketing initiatives move efficiently from request intake through final delivery. This role owns workflow systems, coordinates production and vendor execution, supports financial processes, and maintains organized marketing assets while exercising independent judgment to prioritize work, manage timelines, and resolve operational issues. By maintaining visibility, accuracy, and consistency across all marketing efforts, the Marketing Coordinator enables creative and strategic teams to focus on high-value initiatives.

Requirements

Bachelor’s degree or equivalent in a creative or communications field.
Proficient in Adobe Creative Cloud software: InDesign, Illustrator, Photoshop; working knowledge of Lightroom, After Effects, or Premiere Pro a plus.
Comfortable using Microsoft Office tools (Word, Excel, PowerPoint) for cross-functional collaboration.
Experienced in visual asset creation and photography principles; photoshoot coordination experience preferred.
Ability to read, write, and edit materials in alignment with professional and brand standards, along with strong verbal and written communication skills to collaborate effectively with internal teams and external partners. The position also requires the ability to draft clear, concise, and compelling written content for design projects, social media, and internal communications.
Basic math skills including percentages, proportions, and spatial calculations relevant to layout, sizing, and media placement.
Ability to independently troubleshoot creative challenges while managing competing priorities. It also involves interpreting direction and applying feedback effectively to refine and improve design solutions.
Wisconsin Driver’s License or ability to obtain one within 60 days of employment
Associate’s or Bachelor’s degree in Marketing, Communications, Business Administration, or a related field preferred.
Demonstrated experience in marketing coordination, project administration, or operational support.
Strong proficiency with Smartsheet or comparable project management platforms.
Experience supporting purchase order systems and financial workflows; Acumatica experience preferred.
Excellent organizational skills with strong attention to detail and documentation accuracy.
Ability to manage multiple projects simultaneously and meet deadlines with minimal oversight.
Strong communication and collaboration skills with internal teams and external vendors.
Highly organized, process-oriented, and proactive.
Comfortable working in a fast-paced, multi-property or multi-brand environment.
Able to exercise independent judgment and escalate issues appropriately.

Nice To Haves

Hospitality, resort, or destination marketing experience is a plus.
Occasional travel may be required between properties in Wisconsin and Tennessee.

Responsibilities

Own and administer Smartsheet as the central marketing workflow system, including intake forms, dashboards, templates, reports, and automations.
Review incoming marketing requests for completeness, clarify requirements, and ensure appropriate stakeholders are included.
Triage and prioritize requests based on urgency, scope, and operational impact, routing work to internal teams or external vendors.
Coordinate project timelines, dependencies, and handoffs across design, digital, social, PR, and production partners to ensure deadlines are met.
Serve as the primary day-to-day point of coordination for marketing projects, minimizing communication delays and maintaining project momentum.
Establish and communicate clear expectations with requestors regarding timelines, proofs, approvals, and final delivery.
Prepare and submit purchase orders in Acumatica for approved marketing projects in accordance with established thresholds.
Track purchase order approvals, monitor invoice status, and follow up to prevent production or payment delays.
Identify and escalate discrepancies related to scope, pricing, quantities, or vendor changes in coordination with the Director of Marketing.
Coordinate print production and vendor execution, including quotes, specifications, proofs, revisions, shipping, and delivery.
Ensure production specifications are accurately documented, including size, materials, finishes, quantities, bleed, trim, and deadlines.
Perform final quality checks on print-ready files, reviewing spelling, sizing, safe zones, and cut-off risks prior to release.
Maintain organized marketing asset libraries, enforce naming conventions, and ensure files are properly packaged and archived.
Organize and manage photo galleries by property, shoot, date, and usage category across SmugMug and company cloud storage systems.
Scan, file, and maintain guest photo permission documentation in a compliant and accessible manner.
Support recurring operational needs such as check-in folders, insert packets, vouchers, templates, and PR gallery organization.
Package and upload finalized assets to shared systems to ensure timely access for internal teams and cross-departmental use.
Support onboarding and offboarding of marketing team members and interns, including access setup, workflow orientation, and knowledge transfer.
Coordinate occasional team logistics, including lunches or team-building activities, to support department culture and retention.
Perform other duties as assigned.