MARKETING OPERATIONS COORDINATOR

Marketing Operations Coordinator

Potbelly Sandwich Shop is looking for friendly and outgoing people who enjoy working in a fast-paced, friendly environment. We are where good vibes and great careers are a way of life! What started as a small antique store in 1977 has become a nationally recognized neighborhood sandwich shop with over 400 locations across the United States. But toasty sandwiches are only as good as the people behind them. And yeah, we've got the best. Ready to join our growing Potbelly Nation?

Competitive pay with performance-based annual raises!

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

If hired, you must meet and maintain all eligibility requirements to qualify

Support Center

Marketing

Rarely

General Description

The Marketing Operations Coordinator is responsible for overseeing the end-to-end workflow that ensures Potbelly's brand calendar initiatives and creative deliverables move from intake to launch with clarity, speed, and accuracy. This individual contributor role owns the tools, trackers, and process discipline that drive predictable execution across all creative channels – paid, owned, earned, and in-shop/printed materials – while providing transparency to stakeholders.

The Marketing Operations Coordinator will report to the Senior Director, Brand Marketing and partner closely within the Brand team and with cross-functional colleagues to serve as the central hub for creative request intake, prioritization, scheduling, internal/external resource assignment, milestone tracking, approvals routing, trafficking readiness, and launch coordination. This role will maintain key calendar and reporting documents and support processes for aligning stakeholders on promotions and key initiatives. The position will also manage complex matrices for our print vendor to ensure all work is planned effectively, executed on time, and delivered with operational excellence.

Focus

Brand Calendar & Planning

• Partner with Brand team to maintain a forward-looking marketing calendar (6+ months)
• 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 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

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 heavily through text, telephone, e-mail, instant messaging, video conferencing, and in-person communications

Experience, Education and Behaviors

• 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

Application Deadline: We accept applications for this position until 8/31/2026. We encourage all individuals to submit their applications.

Potbelly actively creates and promotes an environment that is inclusive of all people and their unique abilities, strengths, and differences. We respect and embrace diversity in each other, our customers, suppliers, and all others with whom we interact as an essential component in the way we do business. Diversity only strengthens our Potbelly vibe, who we are, and how we work.

We're an equal opportunity employer. Each applicant will be considered for employment without regard to race, color, religion, disability, sex, sexual orientation, gender identity, national origin, veteran status, or any other basis protected by applicable federal, state or local law.