Marketing Operations Coordinator

Position Summary

The Marketing Operations Coordinator keeps Marketing work organized, routed, documented, and completed. The role owns day-to-day marketing operations, work intake and project tracking, member notices, routine website and digital-banking maintenance, branch execution, inventory and fulfillment, event logistics, internal client support, and recurring workflows. The Coordinator resolves routine operational issues and recommends priorities within established standards, while escalating final prioritization, strategic, brand, promotional, high risk, or externally visible decisions to the Manager, Marketing & Brand. The role partners closely with the Marketing Promotions Specialist on campaign-related execution.

Primary Responsibilities

Operational Workflow and Project Coordination

• Administer the day-to-day work-intake and project-tracking process established by the Manager, Marketing & Communications, including request intake, calendars, milestones, deadlines, status tracking, documentation, and follow-through; identify dependencies and risks and recommend priorities. Final prioritization and workload allocation remain with the Manager.
• Maintain a centralized view of assigned work; communicate status, resolve routine workflow or ownership issues, and escalate competing priorities, resource constraints, or matters requiring management judgment.
• Coordinate special projects and cross-functional marketing initiatives by clarifying scope, responsibilities, approvals, timelines, risks, and handoffs; recommend practical next steps to keep work aligned with department priorities.
• Ensure recurring operational deadlines, campaign-support activities, branch schedules, and departmental commitments are documented, current, and completed.

Internal-Client Fulfillment, Member Notices, and Compliance Routing

• Own fulfillment, follow-up, and tracking for internal-client and Business Development marketing requests; clarify business needs, audiences, timelines, required materials, approvals, and delivery requirements.
• Own coordination of member notices and operational communications, including intake, routing, scheduling, distribution, approval documentation, and record retention.
• Identify incomplete, compliance-sensitive, or higher-risk communications; gather relevant information, route materials through required approvals, implement approved revisions, and maintain evidence of review.
• Maintain responsive communication with internal clients and provide clear updates on status, responsibilities, outstanding information, and expected completion dates.

Website, Digital Banking, Email, and Marketing Programs

• Own routine operational website content, internal and operational pages, and member alerts. The Marketing Promotions Specialist owns campaign-related website content and landing pages.
• Support online and mobile banking marketing functions, including member alerts, vendor/internal coordination, segmentation support, conversion tracking, and related operational updates.
• Own recurring, onboarding, triggered, and operational email calendars and coordinate newsletter production and distribution; partner with the Marketing Promotions Specialist on promotional email campaigns.
• Coordinate assigned Marketing programs, including member-referral, member-loyalty, financial-education, review-generation, and other recurring programs; maintain schedules, materials, records, and follow-up.
• Escalate broader promotional, strategic, technically complex, high-visibility, or higher-risk digital changes to the Marketing Promotions Specialist and Manager, Marketing & Brand.

Inventory, Branch Execution, and Vendor Fulfillment

• Manage premium and marketing-material inventory, ordering, storage, replenishment, distribution, and fulfillment; maintain accurate records and anticipate shortages or upcoming needs.
• Own branch marketing execution and operational deployment, including printed materials, branch items, digital signage, installation/removal, routine audits, corrective follow-up, and completion confirmation based on approved promotional content and schedules.
• Serve as the primary day-to-day contact for approved printing, premiums, fulfillment, inventory, event, and logistics vendors; coordinate orders within established contracts, budgets, specifications, and approvals.
• Confirm quantities, delivery locations, deadlines, proofs, and receipt of materials; address or escalate quality, cost, timing, shortage, or scope concerns.

Event, Outreach, and Organizational Program Support

• Own event logistics for assigned organizational, community, Foundation, and signature programs, including registration, materials, volunteers, transportation, coordination, setup, day-of support, breakdown, and followup; make routine operational decisions and adjustments.
• Support community outreach, sponsorship, networking, tabling, and financial-education activities through logistics, materials, participation coordination, and operational follow-through.
• Support the Marketing Promotions Specialist with story, photo, interview, event, and background-material collection and related logistics; route media relations, press releases, crisis communications, and final external approvals to the Specialist and Manager.
• Represent Freedom professionally at assigned events and activities, including occasional evenings or weekends as needed.

Reporting, Documentation, and Departmental Continuity

• Run or request assigned reports supporting operational, program, request-volume, branch-execution, inventory, digital, segmentation, and event needs.
• Compile operational information, identify trends, exceptions, service issues, or incomplete work, and provide concise observations and recommended improvements to the Manager.
• Maintain essential project files, approval records, procedures, calendars, inventories, vendor records, and event documentation to support continuity and audit readiness.
• Document recurring workflows, handoffs, timelines, and backup procedures; recommend practical improvements that reduce rework, missed deadlines, or operational dependency.
• Perform other duties and special projects as assigned.

Decision-Making and Accountability

• Owns day-to-day administration of the work-intake and project-tracking process established by the Manager, including organization, routing, documentation, communication, and follow-through; escalates prioritization conflicts, workload allocation, strategic matters, brand-sensitive issues, compliance concerns, and final approvals.
• Owns inventory and fulfillment, branch operational coordination, event logistics, assigned member notices, internal-client request tracking, and routine operational website/email administration.
• Makes routine operational decisions needed to keep assigned work moving and determines when escalation or management approval is required.
• Works collaboratively with the Marketing Promotions Specialist, who owns external-facing promotional campaigns, promotional communications, social media, creative production, campaign-related website/email content, and campaign performance tracking.

Competency-Based Knowledge, Skills, and Abilities

• Marketing Operations and Workflow Coordination
• Internal-Client Service and Communication Administration
• Digital Platforms and Marketing Program Support
• Inventory, Fulfillment, Branch Execution, and Event Logistics
• Compliance, Documentation, and Operational Risk
• Reporting, Process Improvement, and Collaboration