Marketing Coordinator

Vito C Quatela MD PLLC • Rochester, NY

1d

About The Position

The Marketing Coordinator serves as the operational hub of Quatela's integrated marketing team, ensuring that the right work reaches the right people at the right time. This role is essential to the day-to-day rhythm of a fast-moving, multi-brand marketing department, supporting the Marketing Director and Creative Services Manager across plastic surgery, medical spa, and hair restoration brands.

This is a detail-oriented, process-driven role built for someone who thrives on keeping complex workflows organized and moving. The Marketing Coordinator owns project intake, resource scheduling, and the execution of recurring operational tasks — freeing senior team members to focus on strategy, creative direction, and leadership. The ideal candidate is organized, proactive, and energized by being the person others rely on to keep things on track.

Requirements

• Exceptional organizational skills with the ability to manage multiple projects, deadlines, and stakeholders simultaneously without things falling through the cracks
• Natural comfort with project management tools, scheduling systems, and digital workflows
• 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 skills, with the ability to represent the marketing team across departments
• 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
• Genuine curiosity about marketing, content creation, and healthcare brand strategy, with a desire to develop professionally over time
• 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
• Customer-first mindset that recognizes how operational excellence directly impacts the patient experience

Nice To Haves

• Experience with Forecast, Harvest, or similar platforms is a plus

Responsibilities

• Own the intake process for all incoming marketing requests, ensuring each is properly logged, scoped, prioritized, and routed to the appropriate team member
• Maintain and update team schedules in Forecast, reflecting accurate daily and weekly workloads for the Marketing Director and Creative Services Manager
• 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
• Support the Creative Services Manager by coordinating patient and staff scheduling for content capture sessions, including confirmation communications and logistics
• Manage content calendars and scheduling workflows
• Organize and maintain digital asset libraries, ensuring content is properly filed, labeled, and accessible to the full team
• Assist with social media community management tasks as needed, including scheduling posts and 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, staff bios, and other routine content maintenance tasks across all three brand sites
• Assist the Marketing Director with light project management on straightforward campaigns and initiatives, including task setup, timeline tracking, and status documentation
• 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, including scheduling, communications, and deliverable tracking under the direction of the Marketing Director
• Prepare agendas, notes, and follow-up documentation for weekly marketing L10 meetings in support of the Marketing Director
• Track issues, to-dos, and rocks from L10 meetings, ensuring accountability items are documented and followed up on between sessions
• Serve as a reliable point of coordination between the marketing team and other internal departments, representing the team professionally in day-to-day communications
• Support onboarding of new processes, tools, or workflows as the marketing team evolves and grows

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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1-10 employees