Admininstrative & Marketing Ops Coordinator

Weave Communications, Inc.

Job Overview

Location

Mexico

Job Type

Full-time

Full Job Description

📋 Description

• Manage end-to-end administrative and financial operations for Key Opinion Leader (KOL) programs, including purchase orders, contracts, invoicing, and payment tracking to ensure timely and accurate compensation.
• Execute contract workflows using DocuSign and maintain organized, up-to-date documentation for all KOL agreements and engagements.
• Track KOL deliverables, compensation terms, and agreement statuses in centralized systems to prevent missed obligations or payments.
• Maintain comprehensive tracking of expenses related to KOL programs, events, and content initiatives, monitoring budget allocations against actual spend.
• Provide regular financial visibility and updates to internal stakeholders on KOL, event, and content-related expenditures and commitments.
• Coordinate all logistics for KOL and marketing events, including timelines, contracts, communications, scheduling, and deliverables using Asana and internal systems.
• Research and track speaking opportunities and event participation to support strategic outreach and engagement goals.
• Prepare event-related communications, presentation materials, and logistical documentation to ensure seamless execution.
• Support lead capture and engagement activities during events to maximize marketing ROI.
• Track content production timelines for videos, podcasts, webinars, and marketing assets, coordinating with internal teams and external vendors to meet deadlines.
• Organize and distribute finalized content assets across internal platforms and external channels.
• Identify and escalate potential risks or delays in content production that could impact campaign timelines.
• Build and maintain weekly performance reports for KOL programs, webinars, referral campaigns, and events using data from Salesforce and PartnerStack.
• Pull, organize, and analyze pipeline metrics and performance data to deliver accurate, actionable reports to marketing leadership.
• Work independently in a remote environment with minimal supervision, demonstrating strong ownership of tasks and proactive follow-up.
• Maintain high standards of accuracy and attention to detail across all administrative, financial, and operational workflows.
• Ensure all operational processes comply with company policies and legal requirements, including background check protocols.

🎯 Requirements

• 2+ years of experience in administrative support, operations coordination, marketing operations, or a related role
• Strong organizational skills and exceptional attention to detail
• Proficiency with Google Workspace (Docs, Sheets, Slides) or Microsoft Office
• Experience managing multiple projects, deadlines, and tracking systems simultaneously
• Highly proactive with follow-up and task ownership
• Ability to work independently with minimal supervision in a remote environment

🏖️ Benefits

• Remote work arrangement within Mexico
• Opportunity to support high-impact KOL and marketing programs
• Exposure to AI-powered tools enhancing operational efficiency
• Inclusive workplace culture with equal opportunity employment policies
• Employment contingent on successful background check
• Access to Weave’s External AI Policy Statement and career development resources

Skills & Technologies

Remote

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Weave Communications, Inc.

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About Weave Communications, Inc.

Weave Communications provides a unified customer communication and engagement platform for small and medium-sized healthcare, dental, optometry, veterinary, and other service businesses. Its cloud software integrates VoIP phone, text messaging, email, scheduling, payments, reviews, analytics, and team collaboration tools into a single interface that syncs with existing practice management systems. The platform automates appointment reminders, billing collections, marketing campaigns, and patient feedback requests while maintaining HIPAA compliance and supporting multi-location practices. Founded in 2011 and headquartered in Lehi, Utah, Weave is publicly traded on the NYSE under the ticker WEAV.

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