Marketing project & operations coordinator

Fully Remote: United States

POSITION OVERVIEW

Harbor Health is seeking a highly organized and proactive fully remote Marketing Project & Operations Coordinator to support the planning, coordination, and execution of marketing initiatives across the organization. This role serves as an operational hub for marketing projects, helping ensure work moves efficiently from intake and planning through development, approval, and delivery. The Marketing Project & Operations Coordinator will work closely with Marketing team members, internal stakeholders, external vendors, and cross-functional partners to manage timelines, track deliverables, coordinate dependencies, and maintain visibility into project status. The ideal candidate is detail-oriented, comfortable managing multiple projects simultaneously, skilled at bringing structure to fast-moving work, and fluent in using AI tools to improve productivity, communication, and project execution.

POSITION DUTIES & RESPONSIBILITIES

Project Coordination & Delivery

• Coordinate marketing projects from intake through completion, ensuring requirements, owners, timelines, and deliverables are clearly documented.
• Build and maintain project plans, timelines, task assignments, and status updates.
• Track milestones, dependencies, approvals, and outstanding decisions to keep projects moving forward.
• Proactively identify scheduling conflicts, risks, missing information, or potential delays and escalate them appropriately.
• Coordinate project handoffs between Marketing, Creative, Digital, Operations, and other internal teams.
• Help ensure completed marketing materials and deliverables are successfully deployed or distributed.

Marketing Intake & Workflow Management

• Support the Marketing intake process for requests coming from teams across Harbor Health.
• Gather project requirements and ensure requests contain the information necessary for Marketing to begin work.
• Create and maintain project records within the team's project management platform.
• Coordinate prioritization, scheduling, and assignment of incoming work with Marketing leadership.
• Maintain visibility into active, upcoming, and completed projects.
• Help improve workflows, templates, documentation, and processes as the Marketing organization grows.

AI-Enabled Project Management & Productivity

• Use AI tools as part of day-to-day work to increase efficiency, improve communication, and accelerate project execution.
• Leverage generative AI to assist with meeting summaries, action items, project documentation, status reporting, requirements gathering, research, and workflow development.
• Identify opportunities to use AI and automation to reduce repetitive administrative work and improve Marketing processes.
• Demonstrate sound judgment when using AI-generated information, including reviewing outputs for accuracy, quality, brand alignment, and appropriateness.
• Follow Harbor Health policies and applicable privacy, security, and compliance requirements when using AI tools and handling sensitive information.
• Stay current on emerging AI capabilities and proactively identify practical applications that can improve Marketing Operations.

Creative & Content Operations

• Coordinate the development and review of marketing materials across digital, print, clinic, member, provider, and corporate channels.
• Route creative and content for stakeholder, brand, compliance, and other required approvals.
• Track revisions and consolidate stakeholder feedback to reduce rounds of review.
• Maintain organized project documentation and final approved assets.
• Coordinate production and delivery requirements for print, signage, collateral, and other physical marketing materials.

Cross-Functional & Vendor Coordination

• Serve as a day-to-day project coordination point between Marketing and partners.
• Schedule project meetings, document decisions, capture action items, and follow ups.
• Coordinate timelines and deliverables with agencies, freelancers, printers, signage companies, and other marketing vendors.
• Track vendor deliverables against agreed-upon timelines and project requirements.
• Help ensure stakeholders understand status, next steps, and outstanding decisions.

Reporting & Operational Support

• Maintain accurate project status reporting and provide regular updates to leadership.
• Help track project volume, turnaround times, workload, and other operational metrics.
• Identify recurring bottlenecks and opportunities to improve Marketing processes.
• Support documentation of standard operating procedures, workflows, templates, and project management best practices.
• Assist with budget, purchase order, invoice, and vendor documentation as needed.

DESIRED PROFESSIONAL SKILLS & EXPERIENCE

• 2–4 years of experience in project coordination, project management, marketing operations, creative operations, account management, or a related role.
• Experience coordinating multiple projects and stakeholders simultaneously.
• Strong organizational skills and attention to detail.
• Demonstrated ability to manage timelines, follow up on deliverables, and keep projects moving forward.
• Strong written and verbal communication skills.
• Comfortable working in a fast-paced environment where priorities may shift.
• Demonstrated fluency with generative AI tools and the ability to incorporate AI effectively into everyday workflows.
• Ability to develop effective prompts, evaluate AI-generated outputs, and determine when AI can and should not be used to complete a task.
• Interest in continuously learning and applying emerging AI and automation capabilities.
• Experience with project management platforms such as Trello, Asana, Monday.com, Smartsheet, Jira, or similar tools.
• Proficiency with Microsoft Office or Google Workspace.
• Experience working with creative, marketing, healthcare, or agency teams is preferred.
• Experience coordinating external vendors or production partners is a plus.

WHAT SUCCESS LOOKS LIKE

A successful Marketing Project & Operations Coordinator creates clarity and momentum across the Marketing organization. Projects have clear owners and deadlines, stakeholders understand where work stands, risks are surfaced early, and fewer projects stall because of missing information or unclear next steps. This person also looks for smarter ways to get work done, using AI and automation thoughtfully to reduce administrative burden, improve visibility, accelerate workflows, and give the Marketing team more capacity to focus on higher-value work. Ultimately, this person becomes a trusted operational partner who helps the Marketing team work faster, smarter, and more effectively while delivering high-quality work for Harbor Health's members, patients, providers, and internal teams.

COMPANY OVERVIEW

At Harbor Health, we're transforming healthcare in Texas through collaboration and innovation. We're seeking passionate individuals to help us create a member-centered experience that connects comprehensive care with a modern payment model. If you're ready to make a meaningful impact in a dynamic environment where your contributions are valued, please bring your talents to our team!

EQUAL EMPLOYMENT OPPORTUNITY

Harbor Health is an Equal Opportunity Employer. We celebrate diversity and are committed to building an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic.