Marketing Operations Coordinator

WellnessLiving

3d • Hybrid

About The Position

WellnessLiving is seeking an execution-driven Marketing Operations Coordinator to be the operational backbone of the marketing team. This role involves maintaining marketing software, managing internal AI knowledge environments, publishing and QA-ing web pages and forms, ensuring lead capture and routing accuracy, supporting vendor logistics, and tracking team projects. It is a hands-on execution role focused on operating the established marketing technology stack, keeping documentation current, and improving team efficiency.

Requirements

• 1–3 years of experience in marketing operations, business operations, or technical coordination within a B2B SaaS or fast-paced technology environment.
• Practical knowledge of modern AI tools (Claude, ChatGPT, Grok, or similar LLM environments) for documentation management, workflow support, and prompt structuring.
• Experience working inside CMS platforms or modern web workflows (e.g., WordPress, web builders, or Git-based site publishing) with a basic understanding of web forms, hidden fields, and how submissions reach a CRM.
• Comfortable working with campaign membership, UTM or source fields, and form-to-CRM handoffs.
• Comfortable managing Jira boards, platform credentials, software subscriptions, and operational task lists.
• Highly organized, with a systematic approach to software hygiene, document maintenance, and quality assurance.
• Writes things down.
• Stays calm when something is broken.

Nice To Haves

• Exposure to Zoho, Salesforce, or another CRM at a reporting or data-entry level.
• Familiarity with GitHub at the level of finding a file and following a publish process.
• Light experience operating workflow tools (n8n, Zapier, Make) from a documented playbook, not as the system architect.

Responsibilities

• Build, organize, and maintain internal AI knowledge environments (Claude Projects, custom prompt libraries, and central documentation repositories).
• Audit and update product feature data, technical documentation, and specs inside AI knowledge bases so outputs stay accurate for Marketing, Enablement, and other downstream teams.
• Standardize AI prompt templates for recurring marketing, operational, and administrative tasks.
• Keep named owners, source lists, and a refresh cadence on core AI workspaces.
• Build n8n and Jira automations.
• Build, format, and publish web pages, landing pages, and web forms using provided copy and design assets in our existing web workflow (including Wordpress, Github, Astro, webhooks).
• Perform QA on web pages, forms, tracking links, and redirect rules before feature launches and marketing campaigns.
• Troubleshoot common form and page issues using documented procedures; escalate platform or code issues rather than redesigning the stack.
• Own the day-to-day path of marketing leads from form submit to CRM: which form collected the lead, which fields were passed, and which system the record landed in.
• Maintain a living inventory of live marketing forms and landing pages with destination, required fields, hidden fields (UTM, page URL, asset name, campaign ID), and failure/error handling.
• Ensure every inbound marketing lead is tagged to the correct campaign, source, medium, and offer so reporting is not dependent on manual lead-source assignment.
• Enroll leads in the correct nurture or lifecycle program when that is the agreed path; hand qualified or high-intent leads to Sales Operations under documented assignment rules rather than ad-hoc routing.
• Work with Sales Operations so assignment to sales reps follows the current queue, territory, or round-robin rules.
• Keep campaign membership and tracking current (Salesforce Campaigns, Zoho campaigns, or the platform we standardize) so we can report which campaign, page, and form produced the lead.
• QA tracking links, UTMs, redirects, and thank-you pages before launch; after launch, confirm test submissions created the right CRM record, campaign association, and program enrollment.
• Flag and help resolve broken capture: missing leads, duplicate records, blank source fields, or leads that never entered a campaign or nurture stream.
• Manage platform access, user permissions, seat allocations, credentials, and password vaults across marketing software tools, in partnership with IT.
• Coordinate departmental payment cards, log invoices, track software subscriptions and renewals, and support routine budget reconciliations as needed.
• Maintain vendor documentation, contracts, and operational records.
• Maintain Jira boards, project tracking, and launch checklists so deliverables stay on schedule.
• Document internal workflows, team SOPs, and cross-functional operational processes so the team is not dependent on one person’s memory.
• Partner with Sales Operations and consultants on form-to-CRM mapping, campaign definitions, and assignment rules.

Benefits

• Benefits
• Vacation

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed