Marketing Operations Coordinator

Description

IEP

We are Independent Emergency Physicians, or IEP,  a local, physician-owned multi-specialty practice group that is deeply ingrained in the community. With a commitment to excellence in patient care and a dedication to fostering strong connections with our employees, communities, and partners, we pride ourselves on delivering high-quality healthcare services across multiple specialties and in multiple settings. 

The Marketing Operations Coordinator is responsible for, at the direction of the Director of Marketing, multiple assignments including but not limited to:

• Maintain marketing inventory across all service lines, including:
  • Brochures
  • Flyers
  • Banners
  • Tablecloths
  • Signage
  • Promotional items
  • Giveaways
• Build and maintain ready-to-go booth/event kits for each service line.
• Monitor inventory quantities and initiate reorders before materials run out.
• Maintain an organized inventory system and check-out process.
• Own organization of the marketing storage room.
• Conduct periodic inventory audits.
• Receive, unpack, organize, and distribute marketing shipments.
• Coordinate delivery of materials to hospital sites, urgent care clinics, and other locations.
• Retire outdated materials to prevent old branding or content from remaining in circulation.

• Coordinate administrative and logistical details for:
  • Trade shows
  • Recruiting events
  • Community events
  • Internal events
• Manage:
  • Registrations
  • Shipping
  • Event materials
  • Name badges
  • Signage
  • Giveaways
  • Candy
  • Supplies
  • Other event needs
• Pack and prepare event materials in advance.
• Assist with event setup and teardown.
• Coordinate transportation and return of banners, displays, and other materials.
• Maintain event calendars, deadlines, and checklists.
• Track materials used and replenish event kits after events.
• Coordinate special campaigns, such as Medal of Honor materials, including sorting and delivering shirts, banners, and collateral to individual clinics/sites.

• Coordinate printing, updating, and distribution of provider PE cards.
• Maintain accurate quantities by hospital/site and coordinate replenishment.
• Distribute recruitment materials, physician materials, and other collateral to sites.
• Coordinate:
  • Business cards
  • Name badges
  • Signage
  • Other routine material requests
• Maintain current versions of materials so sites do not use outdated pieces.

• Administer operational aspects of the FIGS Team Shop.
• Receive bulk shipments, including large orders containing hundreds of individual items.
• Sort orders by provider and hospital/site.
• Bag and label individual orders.
• Coordinate delivery or pickup of orders.
• Resolve missing items and order discrepancies as appropriate.
• Maintain distribution records.
• Communicate pickup and delivery information to providers.

• Process online and in-person swag orders.
• Sort and package orders.
• Receive and inventory merchandise.
• Maintain physical store inventory and organization.
• Monitor stock levels and coordinate replenishment.
• Reconcile purchases and supporting documentation for CME charging.
• Coordinate distribution and shipping to providers and sites.
• Assist with seasonal and special merchandise programs.

• Process invoices, purchase orders, and expense documentation.
• Track vendor orders and deliveries.
• Maintain vendor and contact lists.
• Obtain quotes and coordinate routine printing and production orders.
• Maintain department calendars and production/event deadlines.
• Schedule meetings and assist with meeting logistics as needed.
• Maintain shared files, templates, photos, and collateral libraries.
• Maintain lists of:
  • Hospital sites
  • Clinic contacts
  • Distribution locations
• Handle routine follow-up with vendors and internal contacts.
• Support onboarding and offboarding logistics involving marketing materials and apparel.
• Complete Canva updates and minor collateral changes once templates are established.
• Help collect photos and information for:
  • Newsletters
  • Social media
  • Internal communications

• Gather charitable and fair market value invoices from Henry Ford.
• Send surveys related to charitable events.
• Obtain event photos for social media.
• Update the IEP Charities budget.
• Maintain and update the charitable events calendar.

This position reports to the Director of Marketing & Communications, a member of the executive leadership team.

Requirements

Key Responsibilities:

• Must work on-site at the Farmington Hills, MI, corporate office
• Marketing Operations & Materials,  
• Events & Trade Shows 
• Provider & Site Materials 
• FIGS & Provider Apparel 
• IEP Swag Shop 
• Department Administrative Support 
• IEP Charities Support 
• Manage multiple projects simultaneously across service lines, driving timelines, quality, and stakeholder alignment.
• Support the development of scalable marketing infrastructure, tools, and processes.

Qualifications:

• 2+ years of experience in marketing, communications, or a related field
• Experience with Canva or similar software.
• Working knowledge of graphic design principles and ability to guide visual execution. Graphic design experience is a plus.
• Strong project management skills with the ability to manage multiple priorities and stakeholders.
• Healthcare knowledge is a plus, particularly in complex, multi-audience environments.
• Must be comfortable operating as an individual contributor responsible for both administrative support and execution.