Marketing Operations Manager

AEG Vision•Dallas, TX

11h

About The Position

As a team responsible for driving patient and exam growth across more than 550 independently managed practices, AEG Vision Marketing has reached a point where we need someone to optimize day-to-day team operations. From project management and marketing request intake to budget coordination, the Marketing Operations Manager will be responsible for serving as the central hub that keeps AEG’s patient growth engine moving. This teammate will serve as the owner and strategic lead of Marketing’s core project management system (Adobe Workfront), ensuring that the system meets the needs of Marketing and cross-functional partners. They will proactively identify opportunities to optimize and automate processes across a highly matrixed team, remove friction where possible, and provide visibility into project and program delivery. The Marketing Operations Manager will also function as the central intake and triage point for marketing requests from the field, many of which feed into the project management system and are delegated to teammates as needed. This will provide exposure to all aspects of the marketing organization and broader company as they help ensure that we deliver on our commitments. This teammate will also be a key partner to Finance/AP in supporting the accounting for a ~$15M annual marketing budget. This role is ideal for someone who is proactive, highly detail oriented, data-driven, process-oriented, thrives in cross-functional environments, and takes pride in bringing order, clarity, and follow-through to complex workflows. You will be a go-to resource for both marketing leadership and field teams—recognized for your responsiveness, organization, and resourcefulness in ensuring every request is addressed thoroughly. In this role, you will become familiar with every aspect of the Marketing and Call Center organization and will become an indispensable partner to executive leadership.

Requirements

3–6 years of experience in marketing operations, project and program management, systems administration, or a related operational role.
Hands-on system administrator experience with a project or project management platform (e.g., Adobe Workfront, Asana, Click Up, Jira, Monday.com, Smartsheet, Wrike, etc.)
Experience enabling teams through systems adoption, training, documentation, or process improvement.
Strong interest in owning and optimizing systems, workflows, and automation end-to-end.
Advanced or highly proficient Excel skills, including maintaining trackers, updating actuals vs. planned spend, and reconciling data across sources.
Comfortable partnering cross-functionally and presenting clear, accurate reporting to leadership.
Strong organizational and follow-through skills; able to manage multiple workstreams and keep work moving to closure.
Collaborative, solution-oriented partner who seeks win-win outcomes.
Adaptable, curious, and proactive problem-solver who takes ownership when they identify opportunities, of seeing them through to their solution.
Clear, patient communicator with the confidence to follow up with stakeholders and ensure timelines are met.
Resourceful self-starter who takes ownership of opportunities and sees them through to completion.

Nice To Haves

Experience working with a help desk or ticketing system (e.g., Zendesk) is a plus.

Responsibilities

Own the strategy, administration, and evolution of Adobe Workfront, including Workfront Planning and Fusion, ensuring the platform supports current operations and scales for future growth.
Lead the transition from external consultants to internal platform ownership, serving as the trusted SME for all things Workfront.
Design, configure, and continuously improve workflows, templates, permissions, reporting, and automation to drive transparency, clarity, accountability, and speed.
Proactively identify and implement automation opportunities that reduce manual effort, eliminate bottlenecks, and improve on-time project delivery.
Work to deeply understand the priorities of the Marketing and Call Center leadership team and support the evaluation of new project and program requests against those priorities.
Partner with marketing leadership and teams to improve project timelines for key initiatives, including new doctor onboarding and practice integrations.
Build and maintain awareness of the project, program, and process management systems, and proactively evolve the roadmap to ensure that it continues to meet the organization’s needs as we evolve.
Stay current on platform capabilities and best practices by actively participating in Adobe Workfront user groups, admin sessions, training, and learning forums.
Partner with the Technology team to identify and deliver system integration and optimization opportunities
Enable and facilitate adoption and effective use of the platform by developing training materials, leading onboarding for new marketing associates, and serving as a day-to-day resource for questions and optimization.
Establish strong feedback loops with the marketing team and external stakeholders to gather input, prioritize enhancements, and continuously evolve the system to meet changing needs.
Proactively identify, build, and automate reporting that informs teammates, managers, executives, and stakeholders of project/program/task status
Own the marketing team inbox, process of managing request intake, and Tier 2 marketing requests submitted via Zendesk.
Partner with the Universal Help Desk team to: Create, maintain, and improve documentation and training materials.
Enable them, where possible, to solve more Tier 1 requests without escalating marketing.
Triage, route, and follow up on Tier 2 tickets in partnership with the broader marketing team.
Proactively identify issues that may cause business disruption and escalate as needed.
Track ticket SLAs, trends, and recurring issues to drive process improvements and upstream solutions.
Identify opportunities to enable requestors to self-serve where appropriate.
Proactively follow up with stakeholders to ensure requests are resolved accurately and in a timely manner.
Proactively differentiate between support and project requests, and route them through the appropriate request queues.
Support marketing leadership in managing a $15M annual marketing budget.
Own administrative updates to budget tracking documents, including: Adding actual expenses vs. planned spend by line item.
Supporting month-end close and accruals.
Partner closely with Accounts Payable to: Consolidate vendors post-acquisition.
Track and follow up on missing invoices.
Support coding questions and invoice accuracy.
Meet monthly with AP for month-end review and bi-weekly on vendor consolidation efforts.
Serve as a reliable, responsive point of contact to reduce AP escalations and delays.