Marketing Operations Coordinator

• Title: Marketing Ops Coordinator

• Type: Full-Time, Remote

• Working Hours: Mondays - Fridays, 9:00am - 5:00pm CST

• Location: LATAM (Remote)

• Compensation: USD $2,500/month

We're a US-based investment firm running two brands — an SEC-regulated real-estate investment fund and a family-focused coaching and publishing brand. The Marketing Ops Coordinator is the logistics and back-office engine: events run end-to-end, the money trail stays clean, and inventory, print, shipping, and scheduling never slip. This seat exists to keep assistant-level work off the senior seats and to free up the EVP's time — when it's done well, leadership stops thinking about logistics entirely. Events are hands-on and on-site, so reliable travel is central to this role, not occasional.

• Run events and conferences end-to-end. Own events from venue, catering, linens, and signage to AV; book conference travel, booth, and material shipping; make sure business cards and NFC cards are printed and on hand; set up and verify AV and the on-site presentation; set up and break down the booth.

• Own the money trail. Confirm event budgets and reconcile against actual spend; manage invoice collection and the 25th-of-month payment cycle; handle cancellations, deposits, and revised quotes; gather and GL-code vendor invoices before each payment run; chase cardholder receipts (Ramp) and code them monthly; maintain the spend spreadsheet against the cap; audit the SaaS tool list and flag charges that no longer pull weight.

• Manage inventory, print, and fulfillment. Manage marketing inventory (restock, storage, shelving); source and order branded promo items and track delivery; manage print jobs and pricing; ship workbooks, books, and equipment with tracking and stated deadlines; coordinate workbook fulfillment and reprints; administer orders end-to-end.

• Keep the back office running. Track vendor contracts and IC agreements (Docusign admin); coordinate schedules across the principals, the Traffic Manager, and the team; request and track tool access.

• Support the EVP of Marketing directly. Act as the EVP's assistant and right hand: triage and follow up on action items, prepare briefing materials before meetings and meetups, track commitments to closure, and take on ad hoc work to keep marketing priorities on track.

• 3+ years in marketing operations, field marketing, or a logistics-and-admin role with real ownership of events and budgets.

• Event and conference production: venue, catering, AV, booth, travel and shipping logistics, and confident on-site execution.

• Back-office finance ops: invoice coding to GL, payment cycles, expense reconciliation (Ramp or similar), and budget-vs-actual tracking.

• Procurement, print, and fulfillment: vendor management, promo sourcing, and shipping with tracking.

• Ferociously organized and deadline-driven — the trains run on time, and the details (a missing badge, a late booth shipment) never bite you twice.

• Owner's mindset: whatever-it-takes hours, low-ego, anticipates needs before they're asked.

• Real AI & systems builder: you automate spend tracking, vendor follow-ups, and ops workflows so the back office runs itself.

• Self-sufficient operator: knows what to do and where to go unprompted; learns any tool cold.

• Valid passport and genuine travel readiness — this is the on-site events seat, traveling to the US up to 4× per year for ~one week.

• Strong written and spoken English and a reliable remote setup.

• Events or field-marketing background — you've run booths and conferences on the ground, not just booked them.

• Finance- or bookkeeping-adjacent experience (GL coding, AP, expense management).

• Hands-on with Ramp, Docusign, and a project/ops stack.

• Experience as an executive ops / EA hybrid supporting senior leaders — the "save the EVP time" instinct.

• Built AI-assisted ops or finance-tracking systems.

• A calm, reliable, anticipatory temperament — the person who's already handled it before anyone asks.

List of Responsibilities:

• Event production: run events end-to-end (venue, catering, linens, signage, AV).

• Conference logistics: book travel, booth, material shipping for conferences.

• Business cards & NFC cards: printed and on hand before each event.

• AV / presentation setup: set up and verify AV and presentation display on-site.

• Booth setup: set up and break down the booth.

• Event budget: confirm event budgets and reconcile against actual spend.

• Vendor payments: manage invoice collection and the 25th-of-month payment cycle.

• Cancellations: handle venue/catering cancellations, deposits, revised quotes.

• Invoice gather-and-code: collect vendor invoices and code them to GL before the payment run.

• Ramp reconciliation: chase each cardholder's receipts and code to GL monthly.

• Spend tracking: maintain the invoice/spend spreadsheet against the cap.

• SaaS audit: keep the SaaS tool list current; flag irrelevant charges.

• Inventory: manage marketing inventory (restock, storage, shelving).

• Promo procurement: source/order branded promo items; track delivery.

• Print management: manage print jobs and pricing (traditional or digital).

• Shipping: ship workbooks, books, equipment with tracking and deadlines.

• Fulfillment: coordinate workbook fulfillment and reprints with the Director of Accounts.

• Contracts admin: track vendor contracts and IC working agreements; Docusign admin.

• Ordering management: administration of orders and fulfillment.

• Calendar ops: coordinate schedules across David, Lonnie, Traffic Manager, and team.

• Access management: request and track tool access (Developer provisions).

• Meeting prep: brief the Head of Marketing and the Director of Accounts before meetups.

• Support: report to the Head of Marketing for additional assignments.