Marketing Operations Coordinator at WellnessLiving

Title: Marketing Operations Coordinator

Salary: $58,000 – $72,000 CAD + Benefits + Vacation

Location: Hybrid (Thornhill, ON, Canada)

Term: Full time, Permanent

Reporting Manager: VP of Marketing

At WellnessLiving, we empower thousands of health and wellness business owners to turn their entrepreneurial dreams into reality. Our mission-critical software fuels their vision, supporting millions of clients around the world in their wellness journeys. With a deep commitment to putting our customers first, we foster a culture that values high performance, adaptability, and accountability. If you are a skilled professional who thrives in a fast-paced, customer-focused environment and are passionate about making a meaningful impact on the health and wellness industry, we would love to connect with you.

About You

We are seeking an execution-driven Marketing Operations Coordinator to be the operational glue of the marketing team: the person who keeps our tools, pages, access, and internal AI workspaces running, notices when something breaks, and follows a clear path to fix or escalate it.

Reporting to the VP of Marketing, you will maintain our marketing software stack, manage internal AI knowledge environments, publish and QA web pages and forms, make sure inbound leads from those forms land in the right system with the right campaign tags, support vendor and subscription logistics, and keep team work on track in Jira.

This is a hands-on execution role. CRM migration design, marketing automation platform selection, and automation architecture are led by leadership and specialist consultants. You will operate the stack we standardize, keep documentation current, and make the team faster day to day.

At WellnessLiving, our team is driven by four core values that shape everything we do. If you share these values and meet the qualifications outlined for this role, we encourage you to apply - we’d love to learn more about you!

• Customer First – We approach every challenge with a customer-focused lens, driven by an obsession with our customers’ happiness and success.
• Excellence – We approach every task, whether big or small, with a steadfast commitment to exceptional execution and the pursuit of greatness.
• Accountability – We take full ownership of our decisions, actions, and outcomes – both successes and failures.
• Adaptability – We recognize that sustained success demands that we be malleable and purposefully evolve, acknowledging that the world is dynamic and constantly changing.

Responsibilities

AI Systems & Knowledge Base Administration

Build, organize, and maintain internal AI knowledge environments (Claude Projects, custom prompt libraries, and central documentation repositories).

Audit and update product feature data, technical documentation, and specs inside AI knowledge bases so outputs stay accurate for Marketing, Enablement, and other downstream teams.

Standardize AI prompt templates for recurring marketing, operational, and administrative tasks.

Keep named owners, source lists, and a refresh cadence on core AI workspaces.

Build n8n and Jira automations

Web Execution & Page Management

Build, format, and publish web pages, landing pages, and web forms using provided copy and design assets in our existing web workflow (including Wordpress, Github, Astro, webhooks)

Perform QA on web pages, forms, tracking links, and redirect rules before feature launches and marketing campaigns.

Troubleshoot common form and page issues using documented procedures; escalate platform or code issues rather than redesigning the stack.

Lead Capture, Routing Handoff & Campaign Tracking

Own the day-to-day path of marketing leads from form submit to CRM: which form collected the lead, which fields were passed, and which system the record landed in.

Maintain a living inventory of live marketing forms and landing pages with destination, required fields, hidden fields (UTM, page URL, asset name, campaign ID), and failure/error handling.

Ensure every inbound marketing lead is tagged to the correct campaign, source, medium, and offer so reporting is not dependent on manual lead-source assignment.

Enroll leads in the correct nurture or lifecycle program when that is the agreed path; hand qualified or high-intent leads to Sales Operations under documented assignment rules rather than ad-hoc routing.

Work with Sales Operations so assignment to sales reps follows the current queue, territory, or round-robin rules. Marketing Operations executes and QA’s the handoff; Sales Operations owns routing design.

Keep campaign membership and tracking current (Salesforce Campaigns, Zoho campaigns, or the platform we standardize) so we can report which campaign, page, and form produced the lead.

QA tracking links, UTMs, redirects, and thank-you pages before launch; after launch, confirm test submissions created the right CRM record, campaign association, and program enrollment.

Flag and help resolve broken capture: missing leads, duplicate records, blank source fields, or leads that never entered a campaign or nurture stream.

SaaS Administration, Budget & Vendor Logistics

Manage platform access, user permissions, seat allocations, credentials, and password vaults across marketing software tools, in partnership with IT.

Coordinate departmental payment cards, log invoices, track software subscriptions and renewals, and support routine budget reconciliations as needed

Maintain vendor documentation, contracts, and operational records.

Project Tracking & Operational Support

Maintain Jira boards, project tracking, and launch checklists so deliverables stay on schedule.

Document internal workflows, team SOPs, and cross-functional operational processes so the team is not dependent on one person’s memory.

Partner with Sales Operations and consultants on form-to-CRM mapping, campaign definitions, and assignment rules. You operate and QA the agreed process; you do not design the CRM or marketing automation platform.

Skills & Qualifications

Experience: 1–3 years of experience in marketing operations, business operations, or technical coordination within a B2B SaaS or fast-paced technology environment.

Tooling & AI Experience: Practical knowledge of modern AI tools (Claude, ChatGPT, Grok, or similar LLM environments) for documentation management, workflow support, and prompt structuring — not only casual chat.

CMS & Web Basics: Experience working inside CMS platforms or modern web workflows (e.g., WordPress, web builders, or Git-based site publishing) with a basic understanding of web forms, hidden fields, and how submissions reach a CRM.

Lead & Campaign Operations: Comfortable working with campaign membership, UTM or source fields, and form-to-CRM handoffs. You do not need to have built a marketing automation platform, but you should have seen leads move from a page into a CRM and into a campaign or list.

Systems & Admin Aptitude: Comfortable managing Jira boards, platform credentials, software subscriptions, and operational task lists.

Detail Orientation: Highly organized, with a systematic approach to software hygiene, document maintenance, and quality assurance. Writes things down. Stays calm when something is broken.

Nice to have

Exposure to Zoho, Salesforce, or another CRM at a reporting or data-entry level.

Familiarity with GitHub at the level of finding a file and following a publish process.

Light experience operating workflow tools (n8n, Zapier, Make) from a documented playbook, not as the system architect.

Please note that those who meet the qualifications for the position will be contacted directly.

We appreciate you taking the time and look forward to reviewing your application.

WellnessLiving is an equal-opportunity employer. At WellnessLiving, we are proud to embrace and celebrate differences. Employment at WellnessLiving is based purely on a candidate’s qualifications and experiences as they directly relate to professional competencies. WellnessLiving does not discriminate against any employee or potential employee because of race, creed, color, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information, veteran status, marital status, family or parental status, or any other status protected by the laws and regulations in the locations where we operate. Furthermore, we will not tolerate bias or discrimination of any kind from our employees or customers. At WellnessLiving, we bring everyone together to create something incredible! We are a unique and diverse blend of leaders and action-takers, and that mindset encompasses our passion and commitment to our product and our employees.

We utilize AI to generate summaries of interview notes as part of our candidate evaluation process. This helps ensure a fair and consistent review while maintaining a human-centered hiring approach.