Sales & Marketing Operations Coordinator

Melanin Money; United States; Remote; USD 50,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Personal life insurance

401K with employer matching

Generous holiday allowance

Financial planning services

Job summary

Melanin Money is seeking a Sales & Marketing Ops Coordinator to join Operations as the central hub for Sales and Marketing activities. You will participate in team meetings, triage requests, and drive HubSpot usage across marketing and sales.

The role emphasizes hands-on work in automation tools, AI-enabled processes, and maintaining clear project governance. You will manage recurring launches and webinars, coordinate Wealth Weekend operations, and collaborate with the HubSpot Systems &

Qualifications

• Experience coordinating cross-functional operations in sales and marketing.
• Proven ability to manage recurring launches, webinars, or campaigns with changing dates and assets.
• Strong written communication and ability to follow SOPs and naming conventions.

Responsibilities

• Be the Ops anchor in Sales and Marketing, attending meetings and translating needs to Ops.
• Put HubSpot to work: marketing tools for Marketing, end-to-end sales in HubSpot.
• Support webinar resets, Wealth Weekend ops, and contract movements within HubSpot Contracts.
• Coordinate with HubSpot Systems & Enablement Lead and Automation Specialist on workflows and processes.
• Own projects in ClickUp and maintain clear status, owners, and due dates.
• Spread changes across platforms: Zoom, AddEvent, MailerLite, and ClickFunnels, updating SOPs as needed.

Skills

Project management

Communication

Remote work

Stakeholder management

AI tooling

Tools

HubSpot

PandaDoc

ClickUp

Zoom

AddEvent

Google Calendar

MailerLite

ClickFunnels

Job description

COMPENSATION: $50,000 to $60,000/year (based on experience) + bonus potential

BENEFITS: Health, personal life insurance, 401K with employer matching, generous holiday allowance, financial planning services

LOCATION: Remote; 9AM to 6PM ET; available to travel 2 to 3 times per year

REPORTING TO: Operations Manager

DEPARTMENTS YOU SUPPORT: Sales and Marketing, plus Wealth Weekend and program and webinar resets

About the Role

We're hiring a Sales & Marketing Ops Coordinator to be Operations' person inside Sales and Marketing. You'll sit in those teams' meetings, handle what comes up on the spot, and bring back to Ops what needs the wider team.

Your first focus is putting HubSpot to work for both teams: Marketing using more of the HubSpot marketing tools we already have, and Sales working entirely inside HubSpot, measured by the work there, with no manual metrics.

You'll also support our webinar team on program and webinar resets, the largest block of recurring work in Ops, and run operations for Wealth Weekend, where most of the event's needs come from Sales and Marketing.

You'll also be direct support to our HubSpot Systems & Enablement Lead and our Systems & Automation Specialist, taking work off their plates so they can stay focused on what they build. You'll own your projects in ClickUp, with them as collaborators.This is not an admin role. Alongside general operations, you'll do hands-on work inside HubSpot, our

automation tools, and AI. AI is core to how this team works. We use it every day to do real work, not only to draft text. We expect the same from you.

What You'll Do

Be Ops inside Sales and Marketing

• Sit in those teams' meetings. Handle what you can on the spot, and bring the rest back to Ops with the context already gathered
• Make sure Ops knows about anything your departments plan to build or change, before it's built
• Own your projects in ClickUp, with the HubSpot Systems & Enablement Lead and the Systems & Automation Specialist as collaborators

Put HubSpot to work for Sales and Marketing

• Help the Marketing team adopt more of the HubSpot marketing tools we already have
• Support the sales pipeline inside HubSpot, so Sales works there end to end and every metric comes from HubSpot
• Support the move of contracts from PandaDoc into HubSpot Contracts, including the SOP and training that go with it

Support program and webinar resets

• Work the reset checklist alongside our webinar team: HubSpot properties, Zoom, AddEvent, Google Calendar, MailerLite, and ClickFunnels
• Handle the changes between resets: date updates, Zoom and AddEvent links, and price changes
• Keep the change log current before any modification is made
• Check with the HubSpot Systems & Enablement Lead before saving any workflow or Zapier change you're unsure about
• Coordinate Wealth Weekend operations across Sales and Marketing: discount and partner ticket codes, setter links, and lead routing
• Coordinate with our event platform on app setup, registration support, and vendor communication
• Keep the event's operations checklist current from planning through the weekend itself
• Triage every inbound request from your departments in ClickUp: confirm scope, set priority, assign the right owner, and route within one business day
• Handle the requests that sit at your level, which is most of them
• Close the loop with the requester. When someone could have done it themselves, walk them through it and point them to the SOP so they don't need to ask twice
• Escalate the requests that need senior technical judgment, with the context and detail already gathered
• Work down the standing backlog of open help requests and stalled project tasks for your departments. Close what's finished, chase what's stuck, surface what needs a decision
• Keep statuses, owners, and due dates current so the board reflects reality
• Flag repeat request patterns to the Operations team so the underlying cause can be fixed at the right level

Coordinate marketing and creative work

• Coordinate routing and triage of inbound requests to our marketing agency, and elevate strategic issues to the Operations Manager
• Serve as the day-to-day point of contact for development and creative requests, and track them through to completion
• Run point on cross-functional projects that involve Sales and Marketing. Scope, route, and track the work

Handle the recurring request volume

• Lists and segments for campaigns and sales: build them in HubSpot from defined criteria, import contact lists provided by other teams, and export to the formats teams need
• Codes and links: discount codes, promo codes, access codes for specialized use cases, and payment and checkout links built to the existing standard
• Sales calendars: day-to-day updates to booking links, round robins, and routing
• Record corrections on leads and deals: names, emails, phone numbers, stages, and sources

Support HubSpot, funnels, and the tech stack

• Support the contact and deal hygiene work led by the HubSpot Systems & Enablement Lead: deduplication, field cleanup, tagging
• QA deal data at close-won so every new client reaches Client Success with complete fields, including the salesperson
• Small ClickFunnels edits such as offering names and prices, escalating larger funnel work to our marketing agency
• UTM setup and tracking support, following the spec our Systems & Automation Specialist owns
• Typeform edits for your departments, and editing and connecting forms to HubSpot when they break
• Run first-pass diagnosis on anything broken: reproduce it, gather the detail, check the SOP, then elevate with a clear write-up
• Contribute to sprint project work as a supporting owner alongside a senior lead

Keep documentation and reporting running

• Run the monthly scorecard refresh for Sales and Marketing, pulling the data and updating the view on department heads review
• Maintain documentation, Supered.io guides, and SOPs alongside the HubSpot Systems & Enablement Lead
• Create and maintain the SOPs for the processes you own, so team members can self-serve correctly
• Contribute improvements back when you spot friction in a workflow you run

What We're Looking For

Required

• Heavy daily AI use, beyond chat, with tools such as Claude Cowork or Claude Code. At minimum, you know what's possible, such as what HubSpot's Breeze can do.
• At least one year of hands-on HubSpot Professional or Enterprise experience in Marketing Hub and Sales Hub: lists and segments, marketing emails, pipelines, and deals. Tell us which hubs you've used.
• Proof of HubSpot depth: segments, filtering, and reading workflows, plus a data cleanup project. Updating contact properties alone doesn't count. No coding expected.
• 2 to 4 years in marketing operations, sales operations, revenue operations support, or campaign and launch coordination. Experienced, not entry-level.
• You've supported recurring launches, webinars, or campaigns where dates, prices, links, and lists had to change on a deadline
• Experience coordinating with an external partner such as a marketing agency or vendor
• A recurring process or request queue you owned end to end for at least a year, that you can walk us through in detail: what you ran, what broke, what you changed
• Track record of executing inside an existing structure. You can follow a naming convention, a template, and an SOP you didn't write.
• Clear written communication. You can update a ticket, a Slack channel, and a stakeholder without being asked twice, and explain the why behind a process.
• Comfortable working independently in a remote, async environment

Nice to have

• Experience supporting webinars, launches, or live events with ticketing
• Experience with ClickFunnels, Zoom webinars, AddEvent, or MailerLite
• Background in a coaching, education, or info-product business