Client & Marketing Operations Coordinator

Job description

About this role

This is primarily a back-end, email-driven coordination position rather than a phone-based customer service role. The ideal candidate is an excellent written communicator who can follow established processes, proactively manage deadlines, and coordinate information between clients and the agency's fulfillment team. The position will begin at 10 hours per week with the opportunity to grow into broader day-to-day business support as the agency expands. The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Responsibilities

• Contact clients each month to gather content priorities and direction
• Ensure required client information is collected according to established timelines
• Organize client input into established templates for the fulfillment team
• Send content direction to the fulfillment team by required monthly deadlines
• Maintain consistent email follow-up with clients throughout the process
• Receive draft content from the fulfillment team and organize it for review
• Send content to clients for approval or edits
• Follow up proactively when approvals are outstanding
• Communicate requested revisions back to the fulfillment team
• Confirm approved content is ready for scheduling before monthly deadlines
• Prevent production delays by closely monitoring each stage of the workflow
• Maintain organized records of client communications, approvals, and outstanding tasks
• Monitor recurring monthly deliverables and deadlines
• Assist with email management related to client fulfillment
• Maintain internal trackers and workflow documentation
• Escalate issues requiring the owner's attention
• Assist with monthly reporting for priority clients
• Download required reports from Vendasta
• Organize reporting data for review and AI-assisted analysis

Qualifications and requirements

• Previous business support, client coordination, customer service, or account support experience required
• Strong professional email communication experience required
• Experience coordinating recurring client deliverables preferred
• Digital marketing agency or marketing operations experience preferred
• Strong organizational and project coordination skills
• Experience working with CRM, fulfillment, or project management systems preferred
• Ability to learn Vendasta and its AI-supported tools
• Strong Google Workspace proficiency
• Highly organized and deadline-driven
• Excellent written English communicator
• Strong follow-up skills
• Comfortable managing recurring workflows across multiple clients
• Proactive about identifying missing information and approaching deadlines
• Able to work independently using established templates and processes
• Comfortable learning new marketing and AI-enabled platforms
• Interested in growing into a broader operational support position