Operations Coordinator

This person will serve as the coordinator for Marketing Operations.  Primarily responsible for invoice processing and campaign setup details in Workfront.  Support Marketing Operations team activities as needed.

ESSENTIAL POSITION PURPOSE

The Marketing Operations Coordinator will be responsible for supporting the marketing team’s general administrative needs and invoice tracking. The ideal candidate will be smart, organized, and detailed oriented with a helpful can-do attitude.

Must Have: 

• Experience data entering and processing invoices for payment
• Strong communication and organizational skills
• Extremely detail oriented
• Experience as an accounting support, administrative assistant, project manager, office manager, or other similar role
• Can-do attitude that can learn and will be independent and communicate appropriately with hiring manager
• Experience with a project management tool (ideally Workfront or similar)
• Extensive experience with MS Office 365 – Excel, SharePoint, Teams

Preferred to Have:

• Experience with invoice accrual and amortization accounting principles
• Process documentation familiarity

KEY POSITION ACCOUNTABILITIES

• Manage the budget and invoice process for Marketing & Digital Experience department
  • Data entry and tracking invoices in Workfront
  • Submitting invoices to Accounts Payable for payment
  • Follow up and trouble shooting
  • Quality control
  • Monitoring marketing expenditures against budget
  • Working with Budget Owners as necessary to answer questions or provide guidance
  • Working with Accounts Payable as necessary to maintain vendor payment schedules

• Operations support for the Marketing & Digital Experience department
  • Support campaign intake and workflow process
  • Serve as an in-house Workfront expert
  • Process documentation
  • Organizing and sharing learning materials in Teams, SharePoint, etc.
  • Other duties as assigned and required

EDUCATION

Bachelor’s degree or equivalent combination of workplace experience, education and/or training is required. 

EXPERIENCE

• The ideal candidate should have 3 to 5 years of experience.
• Previous experience as an administrative assistant, accounting support, or similar marketing operations role
• Experience with accounts payable, accruals, general ledger, and client invoicing
• Demonstrated experience in MS Excel

KNOWLEDGE, SKILLS & ABILITIES

• Strong proficiency in MS Office (Excel and Teams, in particular)
• Strong basic mathematical ability to reconcile budgets, forecasts, and profit and loss financials
• Ability to manage one’s time independently and efficiently and meet deadlines
• Understand internal employees and external client’s requirements and expectations and provide outstanding customer service.
• Ability to adhere to last minute request based on ever-changing needs in the business environment
• Knowledge of office management systems and procedures
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills

• Excellent personal organization skills to effectively manage tasks, information, and respond to rapidly changing information.
• Effective conflict management and negotiation skills.
• Must be comfortable working “virtually” with team members outside the immediate environment.
• Demonstrated ability to effectively manage business relationships.
• Demonstrated ability to take initiative and work with minimal supervision within a framework of defined responsibilities.
• Responsive service orientation - positive "can do" approach to initiatives, problems, and solutions.