Marketing Operations Coordinator

Job Summary

Potbelly Sandwich Shop is seeking a Marketing Operations Coordinator to manage the end-to-end workflow of brand calendar initiatives and creative deliverables. This role ensures clarity, speed, and accuracy from intake to launch, owning the tools, trackers, and processes for predictable execution across all creative channels.

Key Responsibilities

Brand Calendar & Planning

• Maintain a forward-looking marketing calendar (6+ months) in partnership with the Brand team.
• Identify gaps, conflicts, and dependencies across initiatives.
• Translate calendar priorities into timelines, workbacks, and resource plans.
• Support planning sessions and readiness checkpoints.

Creative Operations & Execution

• Own the "single front door" intake process for all creative requests.
• Manage the creative development tracker, including prioritization, scheduling, and resourcing.
• Coordinate milestones, approvals, and handoffs across teams and vendors.
• Ensure deliverables are complete, accurate, and ready for production/trafficking.

Project Management & Workflow

• Lead project cadence, including kickoffs, status meetings, and follow-ups.
• Track risks, dependencies, and timelines across multiple initiatives.
• Maintain organization and visibility across all active workstreams.
• Oversee complex print and in-shop execution matrices.

Reporting & Optimization

• Maintain reporting for campaign pipeline, timelines, and operational health.
• Track KPIs such as on-time delivery, cycle time, and revision rounds.
• Support post-campaign retrospectives and process improvements.
• Identify workflow inefficiencies and implement scalable solutions.

Vendor & Stakeholder Management

• Coordinate with internal teams and external vendors/agencies.
• Manage file handoffs, timelines, and deliverable expectations.
• Support vendor scope alignment and execution quality.
• Maintain creative library and asset tracking.

Qualifications

• Bachelor's degree in Marketing, Business, Communications, or related field preferred.
• 2-5+ years of experience in marketing operations, creative operations, project management, or agency traffic roles.
• Experience managing cross-functional workflows and coordinating multiple stakeholders.
• Strong organizational skills and attention to detail.
• Ability to manage multiple projects in a fast-paced environment.
• Excellent communication and stakeholder management skills.
• Proficiency in project management tools (Smartsheet, Asana, Jira, etc.).
• Experience in QSR, retail, hospitality, or consumer brands preferred.

Work Environment & Benefits

• Competitive salary range: $50,000 - $60,000 base + annual bonus potential.
• 100% remote within the United States (excluding Alaska, California, and Hawaii).
• Medical, Dental & Vision Insurance.
• Domestic Partnership Benefits.
• Paid Parental Leave.
• FSA and HSA with Employer Contribution.
• Commuter Benefit Program.
• Retirement Savings 401(k) with company match.
• Employee Assistance Program.
• Paid Time Off.
• Discount Program.
• Flexible Work Schedule.
• Career growth opportunities.

Application Deadline: 8/31/2026

Potbelly is an equal opportunity employer committed to diversity and inclusion.

Essential Physical Functions

• Ability to work extended hours as needed.
• Ability to sit, stand, and work at a computer for extended periods.
• Must be able to communicate effectively through various channels (text, telephone, e-mail, instant messaging, video conferencing, and in-person).