Marketing Operations & Systems Specialist

MagnaWave PEMF Corporate; Louisville (KY); Hybrid; USD 55,000 - 85,000; Full time

Job summary

MagnaWave is seeking a hands-on Marketing Operations & Systems Specialist to support data, processes, and technology that power our marketing efforts. You’ll maintain data accuracy, build automation, and support reporting and Odoo configurations while collaborating with our IT provider for complex issues.

You’ll also assist with Microsoft 365 support, user onboarding, and creating clear process documentation.

Qualifications

• At least two years of relevant experience in marketing operations, business systems, IT support, or related areas.
• Practical experience supporting Microsoft 365 applications, especially Outlook, and troubleshooting common issues.
• Experience using CRM, ERP, marketing automation, or similar platforms.

Responsibilities

• Maintain accurate, organized marketing data across Odoo and connected platforms.
• Build, test, and maintain email journeys, lead nurturing workflows, and system triggers.
• Provide basic Odoo user assistance and troubleshooting for marketing processes.
• Offer Microsoft 365 and IT support including onboarding/offboarding coordination with external IT.
• Document configurations, testing, and changes; coordinate with Odoo experts as needed.

Skills

Marketing operations

Data reporting

Troubleshooting

Communication

Education

High school diploma

Technical certifications

Tools

Microsoft 365

Odoo

CRM/ERP systems

Excel

Job description

About The Role

MagnaWave is seeking a hands-on Marketing Operations & Systems Specialist to support the technology, data, and processes that keep our marketing efforts running effectively.

About The Role

MagnaWave is seeking a hands-on Marketing Operations & Systems Specialist to support the technology, data, and processes that keep our marketing efforts running effectively. In this role, you’ll help maintain accurate marketing data, build and monitor automation workflows, support reporting, and provide basic Odoo configuration and user assistance. You’ll also serve as an internal resource for routine Microsoft 365 and employee technology questions, coordinating with our outsourced IT provider when additional support is needed. This position is ideal for someone who enjoys troubleshooting, organizing information, improving processes, and helping others use technology confidently.

What You’ll Do

Marketing Data, Tracking & Reporting

• Maintain accurate, organized marketing data across Odoo and connected platforms.
• Monitor lead capture, integrations, and data transfers; investigate discrepancies and coordinate corrections.
• Support campaign tracking, marketing attribution, lead lifecycle reporting, and customer engagement reporting.
• Build and maintain reports and dashboards, checking results against source data before sharing.
• Document reporting processes, data definitions, and known limitations.

Marketing Automation & Systems

• Build, test, and maintain approved email journeys, lead nurturing workflows, and system triggers.
• Verify audience selection, workflow logic, links, and expected results before launch.
• Monitor automations and integrations, troubleshoot routine issues, and coordinate more complex resolutions.
• Support platform updates and ongoing maintenance.
• Identify opportunities to reduce manual work and improve system reliability.
• Maintain clear documentation of configurations, testing, and changes.

Odoo Support

• Provide basic Odoo user assistance and troubleshooting for marketing and related business processes.
• Configure approved fields, views, workflows, dashboards, and reports within assigned permissions.
• Help maintain accurate data and consistent processes.
• Gather user needs, test proposed changes, and document results.
• Coordinate custom development and complex technical issues with designated Odoo experts.
• Create simple instructions and help employees follow established processes.

Microsoft 365 & Internal Technology Support

• Serve as the internal first point of contact for routine employee technology questions.
• Troubleshoot common Microsoft 365 issues, particularly Outlook, Teams, email, calendars, and application access.
• Assist with basic computer, printer, software, and connectivity issues.
• Coordinate advanced troubleshooting, administrative requests, and specialized support with our outsourced IT provider.
• Support employee onboarding and offboarding by coordinating equipment readiness and authorized account setup, access changes, and deactivation.
• Perform routine account or mailbox tasks when authorized, trained, and delegated.
• Track support requests through resolution and keep employees informed of progress.
• Maintain equipment records and practical troubleshooting instructions.
• Promptly elevate suspected security incidents and service outages.

Collaboration & Continuous Improvement

• Prioritize work with your manager based on business impact, urgency, and marketing commitments.
• Communicate system issues, risks, and recommended improvements clearly.
• Follow established confidentiality, access approval, and change procedures.
• Understand and follow applicable Quality Management System (QMS) requirements.
• Perform other related duties as assigned.

What You’ll Bring

Required Qualifications

• At least two years of relevant experience in marketing operations, business systems, application support, IT support, or a combination of these areas.
• Practical experience supporting Microsoft 365 applications, particularly Outlook, and troubleshooting common technology issues.
• Experience using CRM, ERP, marketing automation, or similar business platforms.
• Working knowledge of spreadsheets, reporting, and data validation.
• Strong attention to detail, organization, and follow-through.
• Ability to troubleshoot systematically, document findings, and recognize when to elevate.
• Ability to explain technical information clearly to employees with different levels of technical knowledge.
• Sound judgment when handling confidential information and system access.
• High school diploma or equivalent.

Preferred Qualifications

• Experience using or configuring Odoo.
• Experience with marketing automation, campaign tracking, dashboards, or integrations.
• Familiarity with Microsoft 365 administration or Exchange Online mailbox support.
• Experience coordinating with an outsourced IT provider.
• Relevant college coursework, technical certifications, or equivalent practical training.

Physical Requirements

• This role involves extended computer-based work and occasional assistance with technology equipment setup. Essential functions may be performed with or without reasonable accommodation.

What Good Looks Like

• Accurate information: Marketing reports are validated, and discrepancies are investigated and explained.
• Reliable workflows: Automations and system changes are tested, documented, and monitored.
• Responsive support: Employee requests receive timely acknowledgment, clear updates, and follow-through.
• Responsible system access: Account and permission changes follow established approvals.
• Clear priorities: Urgent needs are addressed while planned marketing work stays on track.
• Practical improvements: Recurring problems lead to better processes, instructions, or system configurations.

Your First 90 Days

First 30 Days — Learn & Assess

• Learn our marketing platforms, Odoo processes, and Microsoft 365 support needs.
• Meet with our outsourced IT provider and document responsibilities and escalation procedures.
• Establish a consistent process for tracking and prioritizing support requests.
• Review at least two priority marketing reports and one active automation.
• Agree with your manager on response expectations and improvement priorities.

By 60 Days — Contribute & Improve

• Handle routine marketing systems, Odoo, and employee support tasks with decreasing supervision.
• Complete one approved reporting or automation improvement, including testing and documentation.
• Create or update at least five recurring procedures, including three technology support procedures.
• Maintain clear ownership, status, and next steps for assigned support requests.

By 90 Days — Demonstrate Consistent Ownership

• Independently manage assigned recurring responsibilities within approved permissions.
• Deliver scheduled marketing reports on time with validation completed.
• Reliably coordinate technology requests and onboarding and offboarding tasks with the IT provider.
• Complete at least two approved improvements that increase accuracy, reduce manual work, or address recurring issues.

This position is in-office with the option to work remotely 1 day per week once successfully completing the first 90 days. Monday through Friday, 9am-5pm with potential extended hours during evenings and weekends due to special projects and marketing/company events.