Workflow Coordinator

Mindlance, Inc.; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

Mindlance, Inc. is seeking a Marketing Workflow Coordinator to manage a high-volume shared inbox and coordinate creative/digital marketing requests. The role focuses on fast, accurate triage, routing, and timely follow-ups with internal stakeholders.

You will triage 100–150 emails daily, log work in Wrike, and collaborate with marketing consultants to optimize workflows and processes. Strong written communication and organization are essential in this fast-paced environment.

Qualifications

• 2–3 years in customer support, coordination, marketing operations, traffic management or administration.
• Strong understanding of creative/digital marketing workflows.
• Excellent written communication, judgment, organization and attention to detail.
• Comfortable managing high-volume email workflows independently.
• Experience with project management tools; Wrike is an asset.

Responsibilities

• Triage and respond to 100–150 marketing emails daily.
• Provide timely updates to stakeholders on request status.
• Route requests to marketing consultants and log work in Wrike.
• Track requests and follow up to ensure nothing is missed.
• Collaborate with consultants to improve workflows and processes.

Skills

Email management

Attention to detail

Organisation

Written communication

High-volume workflow

Tools

Wrike

Job description

Job Role: We’re seeking an organized Marketing Workflow Coordinator to manage a high-volume shared marketing inbox and coordinate creative/ digital marketing requests. This is an email-based traffic management role focused on fast, accurate triage, routing, and follow-up.

Key Responsibilities

• Manage and triage 100–150 emails daily, ensuring requests are actioned or routed promptly.
• Respond to basic inquiries and provide timely stakeholder updates.
• Route requests to the appropriate marketing consultant and log work in Wrike.
• Track requests and follow up to ensure nothing falls through the cracks.
• Collaborate with marketing consultants to optimize workflows and improve processes.

Requirements

• 2–3 years’ experience in customer support, coordination, marketing operations, traffic management, or administration.
• Strong understanding of creative/digital marketing workflows.
• Excellent written communication, judgment, organization, and attention to detail.
• Comfortable managing high-volume email workflows independently.
• Experience with project management tools; Wrike is an asset.

Nice to Have: Financial services/ advisor network experience or shared inbox/ helpdesk experience.

“We use AI in our Hiring Process”

Mindlance is an equal opportunity employer. We are committed to inclusive, equitable, barrier-free recruitment and selection processes, and work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). We will be happy to work with applicants requesting accommodation at any stage of the hiring process.