Marketing Operations Specialist

Role purpose

The Marketing Operations Specialist provides the structure, coordination and administrative discipline required to turn marketing plans into well executed campaigns. The role connects the marketing team, internal departments, agencies and suppliers; manages workflows and deadlines; maintains accurate campaign records; and supports reporting, governance and continuous improvement. Success in this role means that tasks are clearly assigned, stakeholders remain informed, deadlines are actively managed and approved marketing work is implemented accurately and consistently.

Key responsibilities

1. Campaign coordination and implementation

• Translate approved marketing plans and campaign briefs into clear action plans, timelines, task lists and deliverables.
• Coordinate the implementation of campaigns across relevant channels, departments, agencies and suppliers.
• Track campaign progress from briefing and approvals through to launch, completion and post-campaign close-out.
• Follow up proactively on outstanding actions, identify delays early and escalate risks appropriately.
• Check that final campaign materials match approved briefs, brand requirements, formats, links, dates and calls to action before release.

2. Workflow and project administration

• Maintain the marketing calendar, campaign tracker, production schedules, approval logs and status reports.
• Coordinate meetings, circulate agendas, capture decisions and ensure that actions are assigned and completed.
• Create and maintain practical templates, checklists and standard operating procedures for recurring marketing activities.
• Organise campaign documentation and retain accurate, accessible records of briefs, approvals, quotations, contracts and final assets.
• Support the implementation and consistent use of marketing project-management systems and shared workspaces.

3. Agency and supplier coordination

• Act as an operational point of contact for PR, creative, media, digital and other marketing service providers.
• Communicate briefs, deadlines, feedback and approvals clearly, while keeping the responsible marketing lead informed.
• Track agency deliverables and ensure that work is submitted on time, in the correct format and in line with agreed requirements.
• Obtain quotations and supporting documentation, coordinate purchase-order processes and assist with invoice reconciliation.
• Maintain constructive supplier relationships and escalate quality, timing or scope concerns to the Marketing Manager.

4. Cross-functional stakeholder coordination

• Build effective working relationships with teams such as Sales, Operations, Finance, Procurement, Legal, Human Resources and Customer Service.
• Clarify responsibilities, dependencies and deadlines across departments involved in campaign implementation.
• Guide stakeholders through marketing processes, required inputs and approval steps in a professional and solutions-focused manner.
• Help align operational realities with campaign commitments and communicate material changes promptly.

5. Reporting, governance and performance support

• Compile regular campaign status reports, action summaries and performance information for the Marketing Manager.
• Work with channel owners and team members to collect complete, accurate and timely campaign results.
• Maintain basic budget trackers, committed-spend records and supporting documents in partnership with Finance and the Marketing Manager.
• Monitor adherence to brand, approval, procurement and company governance requirements.
• Identify recurring workflow problems and recommend practical improvements to strengthen delivery and accountability.

6. PR and communications support

• Support the coordination of PR plans, media opportunities, press materials, stakeholder inputs and approval timelines.
• Help brief the PR agency and consolidate internal feedback for the responsible marketing manager’s approval.
• Maintain PR activity trackers, media schedules and records of published coverage supplied by the agency.
• Ensure that company spokespeople and internal contributors receive clear timelines, requirements and supporting information.

Role boundaries

• The role coordinates and enables delivery; final strategic, reputational, legal and budget approvals remain with the appropriately authorised manager or executive.
• The role may consolidate feedback and guide implementation, but does not independently commit the company to unapproved expenditure, contractual terms or public statements.
• Responsibilities may evolve as the marketing function and the role holder's capability develop.

Required capabilities

• Exceptional organisation, prioritisation and multitasking ability.
• Strong administrative discipline and attention to detail.
• Clear, confident and professional written and verbal communication.
• Strong relationship-building and stakeholder-management skills.
• Ability to guide, coordinate and follow up with people across different functions and levels of seniority.
• Sound judgement, discretion and the ability to handle confidential information.
• A proactive, accountable and solutions-focused working style.
• Ability to remain calm under pressure and adapt when priorities change.
• Commercial awareness and a willingness to learn marketing principles, channels and measurement.
• Strong working knowledge of Microsoft 365 or Google Workspace; confidence using task-management and reporting tools, including AI tools.