Marketing & Operations Project Coordinator for an U.S Company (U.S-Based/Remote)

About the Role

We're hiring an Ops & Marketing Project Manager to be the organization backbone of a small, fast-moving team. Plans get made in Slack, work gets briefed in Notion, and the gap between those two is where things quietly die. You're the person who closes that gap.

This role sits primarily on the operations side of our home fragrance brand. You'll own wholesale operations end to end, and you'll be the one keeping product development, inventory, and production moving: chasing suppliers, holding timelines, building the project boards, and making sure nothing sits waiting on an answer nobody asked for.

You'll also own the marketing calendar and the project flow behind it. Our marketing team moves fast across website, paid, email, and creator work, and it needs someone who makes sure that once something is decided it has an owner, a date, a dependency map, and someone chasing it. You're not deciding what we launch. You're the person who knows the status of everything, without being asked.

We're an AI-forward company, and this is an AI-forward role. Claude is part of how this team works every day, not a side experiment. We expect you to build your systems, SOPs, trackers, and reporting with AI in the loop, and to keep finding the places where it takes busywork off your plate and off the plates of the people around you. You don't need a technical background. You do need real curiosity and the willingness to make it part of how you work.

What You'll Do

• Own wholesale day to day: processing orders, charging payments, creating shipments and inbounds, and the customer service that comes with it

• Create 3PL orders for suppliers, samples, and anything else needed

• Write the SOPs as you go, so the function can be handed to a dedicated coordinator over time. Designing your own replacement here is part of the job, not a threat to it

Product Development, Inventory, and Production

• Supplier follow-up, cost comparisons, timelines, and project boards across new products and packaging

• Stay closely on top of production status and timelines, and flag slippage early enough that we can do something about it

• Support inventory operations and learn the fundamentals of production from the team, with room to take on more here over time

The Marketing Calendar

• Own a single calendar across brands and channels: website, paid creative, email and SMS, creator and UGC, promotions, and product launches

• Hold the dates. Work backwards from the launch date rather than forwards from today, so creative, approvals, and builds land in the right order

• Turn strategy into briefed work. When a plan arrives as ten line items with five names attached, you break it into owned tasks with real dates and confirm who has what

• Catch collisions before they cost a day: duplicate briefs, two designers on the same asset, work blocked on an approval nobody requested

• Run the weekly cadence. What shipped, what slipped and why, and what's at risk next week, published without being asked for it

Systems, Notion, and AI

• Own Notion as the system of record for these areas: structure, templates, status hygiene, and getting people to actually use it

• Build real systems where only informal structure exists today, then keep them alive. A board nobody updates is worse than no board

• Use AI to build and run those systems, from drafting SOPs and briefs to pulling together reporting and tracking what's outstanding

• Keep creator and partnership records, contracts, and payments accurate and moving, in step with finance and the partnerships team

Requirements

What We're Looking For

• Exceptional organization. This is the single most important quality for this role

• 3+ years managing multiple concurrent projects across teams

• Operations experience in e-commerce, consumer brands, wholesale, or supply chain

• Direct marketing experience, ideally owning or running a marketing calendar across channels

• You already use AI seriously in your own work, and you can show us how. We care more about how you think with it than which tools you've touched

• Hands-on Notion experience. You've built databases and views that other people relied on, not just filled in someone else's

• Experience working inside a CRM and keeping it clean and current (Folk, HubSpot, Salesforce, Klaviyo, or similar)

• Strong follow-through. You're persistent with suppliers, vendors, and teammates until you get an answer

• The instinct to surface problems early, with a recommendation attached

• Strong written communication. Most of this job happens in writing, across time zones

• Strong English communication skills

• Strong Excel and Google Sheets skills, and comfort across Word, PowerPoint, and Google's suite of tools

Nice to Have

• Wholesale or B2B operations experience, including basic customer service

• Familiarity with Shopify, Cin7, Klaviyo, or Figma

• Experience with product development or packaging timelines

Benefits

• 💰 Competitive salary in USD

• 🕒 Flexible working schedule

• 🌎 100% remote, long-term career opportunity