Marketing Operations Coordinator

• TITLE: MARKETING OPS COORDINATOR

• Type: Full-Time, Remote

• Working Hours: Mondays - Fridays, 9:00am - 5:00pm CST

• Location: LATAM (Remote)

• Compensation: USD $2,500/month

ABOUT THE COMPANY

WE PROVIDE INVESTORS WITH MULTIFAMILY INVESTING OPPORTUNITIES IN REAL ESTATE'S BEST ASSET CLASS. OVER THE LAST 30+ YEARS, WE'VE TRANSACTED MORE THAN $3.0 BILLION OF REAL ESTATE, ACQUIRING OVER 14,750 MULTIFAMILY UNITS AND TAKING DOZENS OF PROPERTIES FULL CYCLE — ON AVERAGE RETURNING 100% OF INVESTOR CAPITAL PLUS STRONG RETURNS. OUR FOCUS IS ACQUIRING OLDER APARTMENT HOME COMMUNITIES AND CREATING VALUE BY IMPROVING THE PROPERTIES, OPTIMIZING OPERATIONS, AND FOSTERING HUMAN FLOURISHING IN EACH ONE. ABOVE ALL, WE'VE LEARNED THAT SUCCESS IS MEASURED NOT JUST BY FINANCIAL GAIN, BUT BY THE QUALITY OF THE RELATIONSHIPS WE BUILD ALONG THE WAY.

JOB OVERVIEW

We're a US-based investment firm running two brands — an SEC-regulated real-estate investment fund and a family-focused coaching and publishing brand. The Marketing Ops Coordinator is the logistics and back-office engine: events run end-to-end, the money trail stays clean, and inventory, print, shipping, and scheduling never slip. This seat exists to keep assistant-level work off the senior seats and to free up the EVP's time — when it's done well, leadership stops thinking about logistics entirely. Events are hands-on and on-site, so reliable travel is central to this role, not occasional.

KEY RESPONSIBILITIES

• Run events and conferences end-to-end. Own events from venue, catering, linens, and signage to AV; book conference travel, booth, and material shipping; make sure business cards and NFC cards are printed and on hand; set up and verify AV and the on-site presentation; set up and break down the booth.

• Own the money trail. Confirm event budgets and reconcile against actual spend; manage invoice collection and the 25th-of-month payment cycle; handle cancellations, deposits, and revised quotes; gather and GL-code vendor invoices before each payment run; chase cardholder receipts (Ramp) and code them monthly; maintain the spend spreadsheet against the cap; audit the SaaS tool list and flag charges that no longer pull weight.

• Manage inventory, print, and fulfillment. Manage marketing inventory (restock, storage, shelving); source and order branded promo items and track delivery; manage print jobs and pricing; ship workbooks, books, and equipment with tracking and stated deadlines; coordinate workbook fulfillment and reprints; administer orders end-to-end.

• Keep the back office running. Track vendor contracts and IC agreements (Docusign admin); coordinate schedules across the principals, the Traffic Manager, and the team; request and track tool access.

• Support the EVP of Marketing directly. Act as the EVP's assistant and right hand: triage and follow up on action items, prepare briefing materials before meetings and meetups, track commitments to closure, and take on ad hoc work to keep marketing priorities on track.

REQUIREMENTS

• 3+ years in marketing operations, field marketing, or a logistics-and-admin role with real ownership of events and budgets.

• Event and conference production: venue, catering, AV, booth, travel and shipping logistics, and confident on-site execution.

• Back-office finance ops: invoice coding to GL, payment cycles, expense reconciliation (Ramp or similar), and budget-vs-actual tracking.

• Procurement, print, and fulfillment: vendor management, promo sourcing, and shipping with tracking.

• Ferociously organized and deadline-driven — the trains run on time, and the details (a missing badge, a late booth shipment) never bite you twice.

• Owner's mindset: whatever-it-takes hours, low-ego, anticipates needs before they're asked.

• Real AI & systems builder: you automate spend tracking, vendor follow-ups, and ops workflows so the back office runs itself.

• Self-sufficient operator: knows what to do and where to go unprompted; learns any tool cold.

• Valid passport and genuine travel readiness — this is the on-site events seat, traveling to the US up to 4× per year for ~one week.

• Strong written and spoken English and a reliable remote setup.

PREFERRED QUALIFICATIONS

• Events or field-marketing background — you've run booths and conferences on the ground, not just booked them.

• Finance- or bookkeeping-adjacent experience (GL coding, AP, expense management).

• Hands-on with Ramp, Docusign, and a project/ops stack.

• Experience as an executive ops / EA hybrid supporting senior leaders — the "save the EVP time" instinct.

• Built AI-assisted ops or finance-tracking systems.

• A calm, reliable, anticipatory temperament — the person who's already handled it before anyone asks.

List of Responsibilities:

• Event production: run events end-to-end (venue, catering, linens, signage, AV).

• Conference logistics: book travel, booth, material shipping for conferences.

• Business cards & NFC cards: printed and on hand before each event.

• AV / presentation setup: set up and verify AV and presentation display on-site.

• Booth setup: set up and break down the booth.

• Event budget: confirm event budgets and reconcile against actual spend.

• Vendor payments: manage invoice collection and the 25th-of-month payment cycle.

• Cancellations: handle venue/catering cancellations, deposits, revised quotes.

• Invoice gather-and-code: collect vendor invoices and code them to GL before the payment run.

• Ramp reconciliation: chase each cardholder's receipts and code to GL monthly.

• Spend tracking: maintain the invoice/spend spreadsheet against the cap.

• SaaS audit: keep the SaaS tool list current; flag irrelevant charges.

• Inventory: manage marketing inventory (restock, storage, shelving).

• Promo procurement: source/order branded promo items; track delivery.

• Print management: manage print jobs and pricing (traditional or digital).

• Shipping: ship workbooks, books, equipment with tracking and deadlines.

• Fulfillment: coordinate workbook fulfillment and reprints with the Director of Accounts.

• Contracts admin: track vendor contracts and IC working agreements; Docusign admin.

• Ordering management: administration of orders and fulfillment.

• Calendar ops: coordinate schedules across David, Lonnie, Traffic Manager, and team.

• Access management: request and track tool access (Developer provisions).

• Meeting prep: brief the Head of Marketing and the Director of Accounts before meetups.

• Support: report to the Head of Marketing for additional assignments.