Admininstrative & Marketing Ops Coordinator

We are seeking a highly organized and detail-oriented Administrative & Marketing Operations Coordinator to support the operational execution of KOL (Key Opinion Leader) programs, events, content initiatives, and reporting processes. This role is responsible for managing contracts, purchase orders, invoicing, tracking systems, event logistics, and content coordination to ensure projects are completed accurately and on time. The ideal candidate thrives in a process-driven environment, is highly proactive with follow-up, and ensures that no tasks, payments, or deliverables fall through the cracks.

This position will be: Remote in Mexico

Reports to: Marketing Director

   

WHAT YOU WILL OWN

KOL OPERATIONS & FINANCIAL COORDINATION

• Manage purchase orders, contracts, invoicing, and payment tracking for KOL engagements.

• Coordinate contract execution through DocuSign and maintain accurate project documentation.

• Ensure all KOL payments are processed accurately and on time.

• Track engagement details, deliverables, compensation, and agreement status.

BUDGET & ADMINISTRATIVE TRACKING

• Maintain centralized tracking of KOL, event, and content-related expenses.

• Monitor budgets, actual spend, and financial commitments.

• Provide visibility and updates to internal stakeholders.

EVENT OPERATIONS & COORDINATION

• Manage KOL and event workflows within Asana and internal systems.

• Coordinate event logistics, timelines, contracts, communications, and deliverables.

• Research speaking opportunities and track event participation.

• Prepare event-related communications, scheduling, and presentation materials.

• Support lead capture initiatives and event engagement activities.

CONTENT & WEBINAR COORDINATION

• Track content production timelines and deliverables across videos, podcasts, webinars, and marketing assets.

• Coordinate with internal teams and external vendors to ensure projects stay on schedule.

• Organize and distribute final content assets.

• Identify and escalate risks that may impact deadlines.

REPORTING & PERFORMANCE TRACKING

• Build and maintain weekly reporting for KOL, webinar, referral, and event performance.

• Pull data from systems such as Salesforce and PartnerStack.

• Deliver accurate, organized performance reports and pipeline metrics on a weekly basis.

   

WHAT YOU WILL NEED TO ACCOMPLISH THE JOB

• 2+ years of experience in administrative support, operations coordination, marketing operations, or a related role.

• Strong organizational skills and exceptional attention to detail.

• Experience managing multiple projects, deadlines, and tracking systems simultaneously.

• Proficiency with Google Workspace (Docs, Sheets, Slides) or Microsoft Office.

• Strong written communication skills.

• Highly proactive with follow-up and task ownership.

• Ability to work independently with minimal supervision in a remote environment.

 

WHAT WILL MAKE US LOVE YOU

• Experience with invoicing, billing, or financial coordination.

• Familiarity with contract management platforms such as DocuSign.

• Experience supporting events, webinars, content production, or marketing programs.

• Experience using project management tools such as Asana.

• Basic presentation design skills using Google Slides, PowerPoint, or Canva.

• Experience pulling and organizing reporting data from CRM or partner management systems.

Employment with Weave is contingent upon the successful completion of a background check, conducted in accordance with applicable laws.

At Weave, we use Artificial Intelligence (AI) tools to help us work more efficiently and create a smoother candidate experience. AI may assist with things like writing job descriptions, scheduling interviews, or reviewing applications against job-related criteria. For additional information, please review the External AI Policy Statement available on our Careers page.

Weave is an equal opportunity employer that is committed to fostering an inclusive workplace where all individuals are valued and supported. We welcome anyone who is hungry to learn, problem-solve and progress regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, veteran status, or other applicable legally protected characteristics. If you have a disability or special need that requires accommodation, please let us know.

Beware of recruitment fraud. All official correspondence will occur through Weave branded email. We will never ask you to share bank account information, cash a check from us, or purchase software or equipment as part of your interview or hiring process.