Marketing Operations Coordinator

Vaco LLC; Ottawa; On-site; CAD 75,000 - 80,000; Full time

Benefits offered by this job

Discretionary bonus

Medical benefits

Dental benefits

Vision benefits

401(k) retirement plan

Job summary

Vaco is seeking a Marketing Operations/Lead Data Specialist in Ottawa (residency in the Greater Toronto Area required for consideration). You will manage lead administration in HubSpot, maintain contact records, and process leads from campaigns and events, while routing them to BDR and Sales reps.

The role emphasizes data management in Excel and HubSpot, with cross-functional coordination to support marketing campaigns and reporting. A discretionary bonus and standard benefits are available.

Qualifications

• Hands-on HubSpot experience.
• Strong Microsoft Excel skills.
• Attention to detail and data accuracy.
• Ability to manage multiple data-oriented tasks.

Responsibilities

• Manage lead administration in HubSpot: data entry, imports, segmentation, and contact updates.
• Maintain contact records, lead assignments, and lifecycle stages.
• Process leads from campaigns, events, and demand generation activities.
• Route leads to BDR and Sales reps and monitor follow-ups.
• Data cleanup, deduplication, and validation.
• Maintain SOPs, documentation, and operational trackers.

Skills

HubSpot experience

Excel skills

Attention to detail

Organizational skills

Time-management

Cross-functional communication

Tools

HubSpot

Microsoft Excel

Job description

About the Opportunity

Marketing Operations:

• Manage lead administration including data entry, imports, list creation, segmentation, and contact updates in HubSpot
• Maintain contact records, lead assignments, and lifecycle stages
• Process leads generated through campaigns, events, and demand generation activities
• Route leads to appropriate BDR and Sales representatives
• Monitor lead assignments and follow-up activity
• Identify missing information, discrepancies, and outstanding actions
• Perform routine data cleanup, deduplication, and validation

Data Management & Reporting:

• Clean, organize, validate, and maintain marketing data through Excel and HubSpot
• Maintain reports and trackers for lead activity and campaign follow-up
• Review HubSpot reporting for data inconsistencies and potential follow-up gaps
• Assist with data reconciliations and reporting requests
• Maintain SOPs, documentation, and operational trackers

Cross-Functional Coordination:

• Support Marketing with campaign execution and lead processing
• Partner with BDRs and Sales on lead distribution and handoffs
• Work with Marketing Operations to resolve routine workflow and data issues
• Communicate progress and flag operational gaps
• Identify opportunities to improve day-to-day processes

About You

• Previous Marketing Operations, Marketing Administration, Sales Support, or similar coordination experience
• B2B experience preferred
• Hands-on HubSpot experience
• Strong Microsoft Excel skills
• Understanding of lead management and lifecycle stages
• Strong attention to detail
• Excellent organizational and time-management abilities
• Ability to manage repetitive administrative and data-oriented work accurately
• Strong cross-functional communication skills
• Ability to work independently following onboarding

Pay Range

$75,000 - $80,000 per year

This position for employment is for a current vacancy with Vaco/Highspring’s client. You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.

• The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan.