Marketing Operations Manager at Optimal Growth Technologies

Role Purpose:

• The Marketing Operations Manager plays a key strategic and operational role in managing and optimizing marketing workflows, processes, systems, and budget tracking.
• This individual will lead administrative and operational marketing support across teams, drive efficiency in project execution, and coordinate cross-functional efforts between marketing, supply chain, and finance teams.
• Responsibilities include ownership of end-to-end campaign operations, cost management, supplier coordination, and reporting to ensure seamless execution and financial accountability.
• The ideal candidate is a proactive problem-solver with experience in marketing operations, project management, and a solid understanding of supply chain coordination and finance administration within a marketing environment.

Key Accountabilities:

Marketing Operations Management:

• Lead all marketing operational processes including campaign briefing, execution tracking, and post-campaign analysis.
• Oversee and optimize usage of platforms like Pipefy, Ziflow, Teams, and SharePoint for effective project management.
• Ensure process compliance and provide training and support on systems and tools.

Workflow and Project Coordination:

• Manage and assign campaign tasks, monitor timelines, and resolve operational bottlenecks.
• Conduct daily check-ins with team members to prioritize tasks and track progress.
• Schedule and lead approval meetings with designers, copywriters, and business stakeholders.

Reporting and Analysis:

• Compile and finalize monthly marketing performance and execution reports.
• Coordinate data collection from internal stakeholders, third-party agencies, and regional teams.
• Develop reporting templates and dashboards for improved campaign visibility and performance monitoring.

Supplier and Finance Administration:

• Manage supplier relationships including request and review of cost estimates, tracking approvals, and proof of deliveries.
• Oversee invoice processing, ensuring accurate and timely submissions to Finance.
• Track and manage campaign budgets and assist in budget forecasting and reconciliation.
• Ensure all cost-related documents and financial records are filed and accessible for audit purposes.

Supply Chain Coordination (SCM):

• Coordinate with supply chain stakeholders to ensure timely booking and return of stock from service providers (e.g., OpenField).
• Oversee Delivery Request Forms (DRFs), work with Sales and RAM teams for delivery confirmations and issue resolution.
• Monitor inventory of promotional materials and coordinate restocking as necessary.

Digital Asset Management:

• Create, organize, and manage tracked links and QR codes for campaigns (using Adjust, QR Code Monkey, etc.).
• Maintain organized file systems on Teams/SharePoint for easy access and version control.

Sample and Delivery Management:

• Oversee quality review of samples and deliveries, gather feedback, and coordinate follow-ups.

Technical / Professional Qualifications:

Knowledge:

• Strong understanding of marketing workflows and project management processes.
• Familiarity with campaign execution tools such as Pipefy, Ziflow, Adjust, QR Code Monkey.
• Basic knowledge of procurement, supply chain, and finance administration in a marketing context.

Experience:

• 3-5 years in a marketing operations, marketing project coordination, or related administrative role.
• Proven ability to lead supplier coordination and budget tracking.
• Experience with reporting and cross-functional team collaboration.

Education:

• Bachelors degree in Marketing, Business Administration, Communications, or relevant field.
• Project Management certification (advantageous).

Core Competencies:

• Excellent organizational and time-management skills.
• Analytical and detail-oriented with strong reporting capabilities.
• Financial acumen related to cost estimates, invoices, and budgeting.
• Strong interpersonal and communication skills to liaise across departments.
• Ability to work independently and drive accountability in a remote/hybrid setting.

Key Performance Indicators:

• Successful coordination and on-time delivery of campaign operations.
• Accuracy and timeliness of monthly performance and financial reports.
• Efficiency in workflow management and team collaboration tools.