Marketing Coordinator

Vito C Quatela MD PLLC•Rochester, NY

19d•$26 - $29•Hybrid

About The Position

The Marketing Coordinator is a hybrid role at the heart of Quatela's integrated marketing team, responsible for capturing in-clinic moments for brand presence across plastic surgery, medical spa, longevity, and hair restoration, and for keeping the day-to-day marketing operation running smoothly. This role requires someone energized by both creative content capture and operational organization. The Marketing Coordinator works closely with the Marketing Director and Creative Services Manager, and partners directly with physicians, injectors, and clinical staff. The ideal candidate is organized, proactive, and comfortable moving between a clinic hallway and a desk, with a sharp eye, sound judgment about brand appropriateness, and the discretion required for a premium medical aesthetics environment.

Requirements

Working proficiency with smartphone video capture, basic lighting, and audio (external microphone use).
A trained eye for composition, lighting, and brand consistency.
Comfort directing busy physicians and clinical staff through quick capture sessions with professionalism and warmth.
Sound editorial judgment about what content belongs on a practice channel versus a personal page, and what shouldn't be captured at all.
Familiarity with Instagram Stories, basic in-platform editing, and real-time posting workflows.
Exceptional organizational skills with the ability to manage multiple projects, deadlines, and stakeholders simultaneously without things falling through the cracks.
Comfort with project management and resourcing tools — experience with Forecast, Harvest, or similar platforms strongly preferred.
Strong attention to detail with a commitment to accuracy in all tasks, from scheduling updates to website content and asset management.
Proactive communication style — keeps the team informed, asks clarifying questions early, and surfaces issues before they escalate.
Collaborative team player who thrives in a coordinating role and finds satisfaction in enabling others to do their best work.
Clear and professional written and verbal communication, with the ability to represent the marketing team across departments and with physicians.
Discretion and sensitivity when working with patient-related content, scheduling, and communications in a premium healthcare environment.
Reliability and follow-through — a track record of meeting deadlines and honoring commitments.
Comfort being the steady, calm presence between busy physicians and a planned marketing process.
Genuine curiosity about marketing, content creation, and healthcare brand strategy.
Openness to learning new platforms, tools, and responsibilities as the role evolves.
Willingness to operate within established systems and processes while contributing ideas for improvement.
Comfort working in a structured, accountability-driven environment consistent with EOS (Entrepreneurial Operating System) principles.
Appreciation for premium brand standards and the care required when marketing in a medical aesthetics environment.
Understanding of patient privacy, professional discretion, and HIPAA-compliant communication practices (training provided).
Customer-first mindset that recognizes how operational excellence directly impacts the patient experience.
One to three years of experience in a marketing coordinator, content production, social media, or comparable role is preferred.

Nice To Haves

Healthcare or medical aesthetics experience is a plus but not required.

Responsibilities

Own all in-clinic content capture across plastic surgery, medical spa, longevity, and hair restoration brands, including before-and-after photography, physician talking-head video, procedural footage, and additional treatment-related content.
Coordinate with physicians, injectors, and clinical staff for capture sessions, including scheduling, room setup, and patient consent confirmation.
Post real-time, in-the-moment content to Stories across all brand channels.
Upload all raw content into Forecast for editing.
Flag high-performing before-and-after opportunities for future polished posts.
Edit and post personal-brand content for individual physicians using raw footage or images they have captured themselves.
Apply consistent brand treatment to physician-submitted content.
Maintain clear documentation of submitted content, turnaround times, and posting schedules.
Operate within established patient consent and HIPAA-compliant communication practices.
Flag content requests that fall outside consent parameters or brand standards to the Marketing Director before capture or posting.
Own the intake process for incoming marketing requests, ensuring each is properly logged, scoped, prioritized, and routed.
Maintain and update team schedules in Forecast, reflecting accurate daily and weekly workloads.
Proactively identify scheduling conflicts, capacity issues, or timeline risks and flag them before they become problems.
Track project progress across active initiatives, following up with internal stakeholders and other departments to keep deliverables on schedule.
Coordinate with departments across the organization to manage incoming marketing requests, set realistic expectations, and communicate status updates.
Organize and maintain digital asset libraries, ensuring captured and edited content is properly filed, labeled, and accessible to the full team.
Support social media community management as needed, including flagging comments or inquiries for team review.
Support content repurposing workflows, helping to distribute and adapt approved content across platforms according to established templates and guidelines.
Execute recurring website updates, including before-and-after photo uploads to website and staff sales tools, staff bios, and other routine content maintenance across all three brand sites.
Support email marketing workflows, including list preparation, scheduling coordination, and deployment of approved campaigns within established automation systems.
Maintain organized records of marketing activities, vendor contacts, project documentation, and campaign assets.
Assist with vendor coordination for routine matters under the direction of the Marketing Director.
Prepare agendas, notes, and follow-up documentation for weekly marketing L10 meetings.
Track issues, to-dos, and rocks from L10 meetings, ensuring accountability items are documented and followed up on between sessions.
Attend monthly content meetings alongside the Creative Services Manager.
Serve as a reliable point of coordination between the marketing team and other internal departments.
Support the onboarding of new processes, tools, or workflows as the marketing team evolves.

Benefits

Medical Insurance
Dental Insurance
Vision Insurance
FSA – Flexible Spending Account
HSA – Health Savings Account
Life Insurance – Employer paid- 1.5x annual pay
Paid Family Leave
3-Weeks Paid Vacation annually
401k Safe Harbor Plan (after 60 days)
10 paid Holidays
Employee Discounts
Work Anniversary Milestones- Employee Bonus -1 year/5 year/15 year/20 year/25 year