Marketing Operations Coordinator

JOB SUMMARY
The Marketing Operations Coordinator is a highly skilled operations professional responsible for managing and executing complex workflows across print production, mailroom logistics, and internal courier services. This role is crucial to the organization's ability to deliver timely, secure, and compliant communications, supporting patient engagement, regulatory correspondence, and internal operations.

EDUCATION
High School Diploma (Required)

EXPERIENCE
1 year of Proficiency with commercial finishing equipment e.g., folder/inserter machines, envelope printers, tabbing machines, and high-speed production printers. (Required)
1 year of Strong understanding of HIPAA compliance and secure handling of sensitive information. (Required)
1 year of Excellent organizational, time management, and problem-solving skills. (Required)
1 year of Ability to lift and move packages and materials (up to 50 lbs). (Required)
1 year of Strong interpersonal and communication skills; ability to work independently and as part of a team. (Required)
3 years of experience in print production, mailroom operations, or logistics. (Preferred)

CERTIFICATIONS/LICENSES
No Required Certifications or Licenses

ESSENTIAL FUNCTIONS
Print Production
Operate and maintain high-volume production printers, envelope printers, folder/inserter machines, and tabbing equipment.
Execute scheduled print jobs with precision, including patient communications, regulatory notices, marketing collateral, and internal documents.
Perform advanced quality control checks to ensure output meets strict accuracy and formatting standards.
Troubleshoot equipment issues and coordinate service calls with vendors to minimize downtime.
Manage inventory of consumables and proactively order supplies to avoid disruptions.
Prioritizes complex projects while effectively managing multiple and competing priorities.
Mailroom Operations
Process all incoming and outgoing mail, including USPS, FedEx, certified mail, and interoffice deliveries.
Prepare bulk mailings using folder/inserter and tabbing machines, ensuring compliance with postal regulations and HIPAA standards.
Apply postage using digital meters and maintain accurate logs of mail volume, postage usage, and delivery timelines.
Track mailroom metrics and provide reporting to support operational audits and cost analysis.
Maintains a relationship with Post Office staff for any service delivery issues or updates
Courier Services
Deliver printed materials, mail, and packages to designated departments and facilities with a focus on timeliness, security, and safety.
Handle sensitive and confidential materials with discretion and professionalism.
Maintain delivery logs and coordinate with external courier services when needed.
Responsible for communicating vehicle safety by maintaining routine maintenance on all delivery vehicles (oil change, tire rotation, etc.) according to company specifications
Services vehicle-driven, such as checking fluid levels and replenishing fuel.
Responsible for maintaining compliance with state and company standards by operating a vehicle in a safe and lawful manner and following company guidelines in the event of an accident and/or injury.
Able to work independently, making sound decisions with the needs of the customer and the business in mind.
Operational Support
Maintain a clean, organized, and secure print/mail environment.
Assist with special projects, high-volume campaigns, and time-sensitive communications.
Support disaster recovery and business continuity efforts related to print and mail operations.
Collaborate with internal departments to optimize workflows and improve service delivery.

ADDITIONAL DUTIES
Adheres to the hospital and departmental attendance and punctuality guidelines.
Performs all job responsibilities in alignment with the core values, mission and vision of the organization.
Performs other duties as required and completes all job functions as per departmental policies and procedures.
Maintains current Knowledge in present areas of responsibility to include any specialty certification requirements (i.e., self-education, attends ongoing educational programs).
Attends staff meetings and completes mandatory in-services and requirements and competency evaluations on time.
Demonstrates competency at all levels in providing care to all patients based on age, sex, weight, and demonstrated needs. For non-clinical areas, has attended training and demonstrates usage of age- specific customer service skills.
Wears protective clothing and equipment as appropriate.