Marketing Operations Coordinator

Rylem Staffing; Everett (WA); On-site; USD 50,000 - 75,000; Full time

Job summary

Rylem Staffing is seeking a Marketing Operations Coordinator to serve as the central engine connecting internal creative teams and external licensors. You will manage day-to-day creative asset submissions, track licensor approval tickets, and ensure cross-functional workflows stay on schedule.

In this role you will collaborate daily with Product Operations, Creative, Marketing, and Licensing teams, log feedback, and flag timeline risks.

Qualifications

• 1-2 years of experience in creative traffic, marketing operations, or fast-paced agency environments.
• Adaptability and resilience in a startup-style culture; stay calm under pressure with tight deadlines.
• Strong organization with high-volume, spreadsheet-based tracking in light software environments.
• Excellent written and verbal communication with internal and external stakeholders.
• Tech and AI savvy; proficient with Excel and AI tools; integrating ChatGPT into workflows.
• Industry background in licensed products or pop culture brands is a plus.
• Growth mindset with potential internal mobility into Product Development or Creative Management.

Responsibilities

• Licensor Submission & Approval Management: Manage the submission queue for creative assets across 50+ licensor portals.
• Traffic Coordination & Portal Navigation: Serve as a traffic cop between internal designers/creatives and external brand partners.
• Process Tracking & Documentation: Maintain and update master tracking spreadsheets, ticketing systems, and operational logs.
• Cross-Functional Communication: Partner daily with Product Operations, Creative, Marketing, and Licensing teams to relay feedback and flag risks.
• Operational AI & Process Improvement: Leverage internal productivity and enterprise AI tools (ChatGPT) to streamline tracking and drafting communications.

Skills

Creative traffic

Marketing operations

Project coordination

Adaptability

Organization

Communication

AI savvy

Tools

Excel/Google Sheets

Workflow ticketing tools

ChatGPT

Job description

The Marketing Operations Coordinator acts as the central operational engine linking internal creative teams and external licensors (e.g., major entertainment and pop-culture brands). Sitting within the Product Operations "center of excellence" group, this role manages day-to-day creative asset submissions, tracks licensor approval tickets, and ensures smooth cross-functional workflows.

Key Responsibilities

• Licensor Submission & Approval Management: Manage the submission queue for creative assets across 50+ different licensor portals. Proactively track approval statuses, log feedback/revisions, and ensure marketing timelines stay on schedule.
• Traffic Coordination & Portal Navigation: Serve as a "traffic cop" between internal designers/creatives and external brand partners. Navigate portal access, verify logins, and hunt down correct portal details when specifications are outdated.
• Process Tracking & Documentation: Maintain and update master tracking spreadsheets, ticketing systems, and operational logs to prevent critical deliverables from falling through the cracks.
• Cross-Functional Communication: Partner daily with Product Operations, Creative, Marketing, and Licensing teams to relay feedback, clarify licensor guidance, and flag potential timeline risks.
• Operational AI & Process Improvement: Actively leverage internal productivity and enterprise AI tools (ChatGPT) to streamline manual tracking, organize feedback loops, and draft routine communications.

Qualifications & Key Requirements

• Experience: 1-2 years of experience in creative traffic, marketing operations, project coordination, or a fast-paced agency/production environment.
• Adaptability & Resilience: Comfortable navigating a fast, reactive, and fluid "startup-style" culture. Calm under pressure when managing tight deadlines and shifting priorities.
• Organization & Resourcefulness: Strong attention to detail with the ability to manage high-volume, spreadsheet-based tracking systems manually when formal software tools are light.
• Communication & Professional Maturity: Excellent written and verbal communication skills; comfortable following up directly with internal stakeholders and external licensor partners.
• Tech & AI Savvy: Proficient in Excel/Google Sheets and workflow ticketing tools. Familiarity or enthusiasm for integrating generative AI (ChatGPT) into daily administrative workflows is highly valued.
• AI-Proficient (Key Differentiator): The company has an enterprise rollout of ChatGPT and incorporates AI proficiency into performance reviews. Candidates who leverage AI to organize data or build process templates will stand out
• Industry Background: Prior experience with licensed products, consumer goods, pop culture brands, or brand approval portals is a strong plus.
• Personality & Mindset: Highly organized, calm under fire, and resilient in a fast-paced fluid environment
• Growth Opportunity: Great entry point for candidates seeking internal mobility into Product Development or Creative Management.