Marketing Operations Coordinator

Marketing Operations Coordinator

Salary: $45,000–$55,000 USD (plus Benefits + Paid Time Off)
Location: Boca Raton, FL, USA
Hybrid
Term: Full-time
Reporting Manager: VP of Marketing

About Us:

At WellnessLiving, we empower health and wellness business owners to turn their passion into thriving businesses. Our mission-critical software supports thousands of entrepreneurs and millions of clients worldwide on their wellness journeys. We’re a customer-first company that values excellence, accountability, and adaptability, and we’re looking for people who thrive in a fast-paced environment and want to make a meaningful impact in the wellness industry.

Our culture is guided by four core values that shape how we work and grow together:

Customer First – We approach every challenge with a deep commitment to our customers’ success and happiness.

Excellence – We hold ourselves to a high standard and strive for exceptional execution in everything we do.

Accountability – We take ownership of our decisions, actions, and results.

Adaptability – We embrace change, stay flexible, and continuously evolve in a dynamic world.

If these values resonate with you and you meet the qualifications for this role, we’d love to hear from you!

Responsibilities:
AI Systems & Knowledge Base Administration

• 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

Web Execution & Page Management

• 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.

Lead Capture, Routing Handoff & Campaign Tracking

• 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. Marketing Operations executes and QA’s the handoff; Sales Operations owns routing design.
• 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.

SaaS Administration, Budget & Vendor Logistics

• 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.

Project Tracking & Operational Support

• 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. You operate and QA the agreed process; you do not design the CRM or marketing automation platform.

Skills & Qualifications: 

• Experience: 1–3 years of experience in marketing operations, business operations, or technical coordination within a B2B SaaS or fast-paced technology environment.
• Tooling & AI Experience: Practical knowledge of modern AI tools (Claude, ChatGPT, Grok, or similar LLM environments) for documentation management, workflow support, and prompt structuring — not only casual chat.
• CMS & Web Basics: 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.
• Lead & Campaign Operations: Comfortable working with campaign membership, UTM or source fields, and form-to-CRM handoffs. You do not need to have built a marketing automation platform, but you should have seen leads move from a page into a CRM and into a campaign or list.
• Systems & Admin Aptitude: Comfortable managing Jira boards, platform credentials, software subscriptions, and operational task lists.
• Detail Orientation: 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 Have:

• 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.

Please note that those who meet the qualifications for the position will be contacted directly.  

We appreciate you taking the time and look forward to reviewing your application. 

WellnessLiving is an equal opportunity employer. Employment decisions are based on qualifications, experience, and business needs. We prohibit discrimination and harassment of any kind and consider all qualified applicants without regard to race, color, religion, creed, gender, gender identity or expression, sexual orientation, national origin, disability, age, genetic information, veteran status, marital or family status, or any other status protected by applicable law.

We utilize AI to generate summaries of interview notes as part of our candidate evaluation process. This helps ensure a fair and consistent review while maintaining a human-centered hiring approach.