Marketing Operations Coordinator

Overview The Marketing Operations Coordinator plays a key role in supporting the data cleanliness, information gathering, system integration, process and workflows that drive Timberline's marketing, business development and communication efforts. This role ensures smooth execution of marketing initiatives, accurate and organized data, and consistent delivery of high-quality collateral across all channels.

Systems & Data Management

• Maintain clean, accurate and organized marketing data - including project descriptions, staff resumes and collateral libraries.
• Manage updates in HubSpot, including RFP entries, team information, project details, deliverable tracking, as well as reporting on email/web insights and contact list management.
• Help organize and digitize overall marketing information, ensuring version control and consistent naming conventions across shared drives and asset libraries.
• Support user access, templates and file structure for the marketing drive.
• Support and implement necessary software integrations to help streamline information across the organization.

Workflow & Process Coordination

• Using Trello, help to maintain and manage the status of marketing projects and deliverables.
• Coordinate proposal development, including scheduling kick-off meetings, preparing materials and assembling final submissions.
• Prepare and support interview presentations and meeting collateral.
• Document and refine internal processes for content production, event preparation and recurring communications.

Content Operations

• Develop and update project sheets, staff resumes and brochures.
• Maintain and update branded templates for proposals, presentations, social media, ads and signage.
• Help to save new business content as it relates to the organization of proposals and presentations
• Support internal communications, including newsletters and social share emails.
• Organize, edit and size photography and video assets for marketing use.

Digital Marketing & Website Support

• Plan, schedule and manage posting of social media content using Sprout.
• Assist in creating video-forward content such as project progress clips and short-form posts.
• Update website content, including project pages, staff updates and blog/news posts.
• Maintain and monitor template libraries.

Photography & Project Promotion

• Manage headshot scheduling and photo session logistics.
• Coordinate completed project photography with internal staff or professional partners.
• Conduct site visits to capture photo and video updates for marketing needs.
• Update, add to and maintain organized photography archives for easy retrieval and use.

Events

• Coordinate logistics for industry events and tradeshows, including vendor communication and preparation of marketing materials.
• Support company events including guest lists, tracking attendance and assisting with onsite setup and coordination.
• Conduct post-event surveys and compile feedback for internal reporting.

Minimum/Preferred Qualifications

Ideal candidates are strong in organization and workflow coordination. They demonstrate excellent attention to detail and confidently manage digital tools, data and marketing processes.

Minimum

• 2-3 years of experience in marketing coordination, marketing operations, project management or digital communications.
• Strong attention to detail with proven skills in proofreading, quality control and maintaining accurate information.
• Highly organized, with the ability to manage multiple priorities and maintain structured processes and file systems.
• Proactive and action-oriented - anticipates needs and initiate tasks.
• Learns and adapts quickly, with experience using project management tools (e.g., Trello) and confidence adopting new technologies.

Preferred

• Experience with CRM or marketing databases, ideally HubSpot
• Strong Excel skills
• Familiarity with WordPress; basic HTML a plus.
• Working knowledge of Adobe Creative Cloud (InDesign, Illustrator, Photoshop, Acrobat).
• Experience with social media scheduling platforms (e.g., Sprout).
• Basic photography and video skills, including organizing and managing asset libraries.
• Experience supporting proposals, RFP processes or structured submission workflows.