Marketing Operations Coordinator

Description

Marketing Operations & Materials

• 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• Retire outdated materials to prevent old branding or content from remaining in circulation.

Events & Trade Shows

• 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.

Provider & Site Materials

• 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• Maintain current versions of materials so sites do not use outdated pieces.

FIGS & Provider Apparel

• 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.

IEP Swag Shop

• 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.

Department Administrative Support

• 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

IEP Charities Support

• 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.