Marketing Operations Coordinator
HireKayana, Madison, WI, United States
The Marketing Operations Coordinator is responsible for managing the execution layer of marketing systems, database integrity, and CRM-driven campaign operations.
This role is heavily operational — not strategic. It focuses on maintaining clean data across HubSpot and Microsoft Dynamics (D365), executing email campaigns, processing trade show leads, and ensuring timely lead routing to Sales.
The primary problem this role solves:
Ensures timely lead nurturing, maintains database integrity, and drives operational consistency to support revenue growth. The ideal candidate is detail-oriented, process-driven, CRM-experienced, and comfortable operating in a structured, collaborative remote environment with daily check-ins.
Core Responsibilities
Lead Management & CRM Integrity
Triage inbound marketing leads to appropriate sales team members Maintain client/contact data across HubSpot and Microsoft Dynamics (D365) Monitor turnover and update contact records promptly Clean, scrub, and structure Excel lists prior to CRM imports Maintain synchronization logic between HubSpot and Dynamics Address bounced emails and outdated contacts quickly
Email Campaign Execution (HubSpot & Dynamics)
Build and schedule email templates using provided content Create segmented contact lists using filters, views, and Excel imports Execute scheduled and one-time campaigns Manage group marketing inbox responses Coordinate with internal copywriter for assets and graphics Ensure campaign accuracy prior to launch
Trade Show & Event List Processing
Process 50–60 trade show contact lists annually Import and structure event data into CRM systems Ensure contacts are enrolled in nurturing campaigns Coordinate with Sales on prioritized prospects Maintain timeliness of post-event follow-up
Reporting & KPI Support
Monitor timeliness of database updates Track contact growth and integrity metrics Support evolving sales funnel alignment between HubSpot and Dynamics Identify database gaps and recommend improvements
Systems & Tools
HubSpot (Email Marketing & Contact Management) Microsoft Dynamics 365 (D365 CRM) Microsoft Excel (Advanced proficiency required: filtering, formulas, cross-referencing) Microsoft Teams (Primary communication tool) Exposure to CRM integrations preferred CRM experience is required. The learning curve must be minimal.
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Lead Management & CRM Integrity
Triage inbound marketing leads to appropriate sales team members Maintain client/contact data across HubSpot and Microsoft Dynamics (D365) Monitor turnover and update contact records promptly Clean, scrub, and structure Excel lists prior to CRM imports Maintain synchronization logic between HubSpot and Dynamics Address bounced emails and outdated contacts quickly
Email Campaign Execution (HubSpot & Dynamics)
Build and schedule email templates using provided content Create segmented contact lists using filters, views, and Excel imports Execute scheduled and one-time campaigns Manage group marketing inbox responses Coordinate with internal copywriter for assets and graphics Ensure campaign accuracy prior to launch
Trade Show & Event List Processing
Process 50–60 trade show contact lists annually Import and structure event data into CRM systems Ensure contacts are enrolled in nurturing campaigns Coordinate with Sales on prioritized prospects Maintain timeliness of post-event follow-up
Reporting & KPI Support
Monitor timeliness of database updates Track contact growth and integrity metrics Support evolving sales funnel alignment between HubSpot and Dynamics Identify database gaps and recommend improvements
Systems & Tools
HubSpot (Email Marketing & Contact Management) Microsoft Dynamics 365 (D365 CRM) Microsoft Excel (Advanced proficiency required: filtering, formulas, cross-referencing) Microsoft Teams (Primary communication tool) Exposure to CRM integrations preferred CRM experience is required. The learning curve must be minimal.
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