Marketing Intake & Traffic Coordinator — Role Overview
The Marketing Intake & Traffic Coordinator is responsible for managing the intake and flow
of marketing projects from initial request through execution. This role serves as the central point
of coordination for new marketing initiatives, ensuring projects are properly scoped,
documented, prioritized, approved, assigned, and continuously moving through the marketing
workflow.
Acting as the operational hub between business stakeholders, creative teams, marketing, and
external partners, this position helps eliminate bottlenecks, keeps teams aligned, and ensures
projects are delivered on time.
Core Responsibilities
Project Intake & Documentation
• Serve as the first point of contact for incoming marketing requests.
• Gather and document project requirements, objectives, scope, timelines, deliverables, and
approvals.
• Ensure all required information is complete before work begins.
• Review incoming requests for completeness and readiness prior to scheduling Gate
Meetings.
Gate Meeting Coordination
• Coordinate and participate in recurring Marketing Gate Meetings to review new project
requests.
• Present project intake information, timelines, priorities, and resource requirements for
stakeholder review.
• Capture decisions, approvals, action items, and priority changes resulting from Gate
Meetings.
• Ensure approved projects are transitioned efficiently into execution.
Traffic & Workflow Management
• Manage the day-to-day flow of projects through the marketing team.
• Monitor project status and proactively follow up with team members to keep work
progressing.
• Identify bottlenecks, resolve scheduling conflicts, and escalate issues that could impact
delivery.
• Coordinate priorities across multiple projects to ensure deadlines are met.
• Facilitate communication between teams so projects continue moving through each stage
of production.
• Partner with the Marketing Calendar owner to ensure project schedules and production
timelines remain aligned throughout execution.
Workflow Setup & Project Assignment
• Create project records, task assignments, timelines, and checklists within project
management platforms (e.g., Asana, Workfront, Monday.com).
• Assign projects and tasks following Gate Meeting approval based on team capacity, skill
set, project priority, and established timelines.
• Coordinate with functional leaders to balance workloads and adjust assignments as
priorities shift.
• Maintain accurate project documentation and status throughout the project lifecycle.
Cross-Functional Coordination
• Partner with Marketing, Creative, Sales, Product, Operations, and external vendors to
ensure alignment on objectives, timelines, and deliverables.
• Collaborate with the Marketing Calendar owner to ensure approved projects, campaigns,
launches, and key milestones are accurately reflected on the marketing calendar.
• Verify project timelines align with marketing priorities and communicate any scheduling
conflicts or dependencies that may impact delivery.
• Schedule meetings, coordinate reviews, and ensure approvals are completed on time.
• Communicate project changes, risks, and dependencies to stakeholders.
Asset & Data Management
• Collect, organize, and validate creative assets, campaign information, budgets, and
marketing briefs.
• Ensure all required materials are available before production begins.
Reporting & Project Visibility
• Track project progress and maintain dashboards or status reports.
• Provide regular updates on project health, resource utilization, and upcoming deadlines.
• Recommend process improvements that increase team efficiency and workflow visibility.
Skills & Experience
Project & Traffic Management
• Experience coordinating multiple concurrent marketing projects in a fast-paced
environment.
• Strong ability to prioritize work, balance competing deadlines, and keep projects moving
forward.
• Experience facilitating project intake reviews or Gate Meetings is preferred.
Marketing Operations
• Understanding of marketing campaign development, creative production, digital
marketing, email marketing, and content workflows.
Project Management Tools
• Experience with platforms such as Asana, Workfront, Monday.com, Jira, Trello, or
similar workflow management systems.
Communication
• Excellent written and verbal communication skills with the ability to coordinate across
multiple departments and stakeholders.
• Strong meeting facilitation skills with the ability to communicate priorities, capture
decisions, and drive accountability.
Organization
• Highly organized and detail-oriented with strong follow-through and the ability to
proactively manage project timelines.
Typical Work Environment
• Marketing departments, in-house creative teams, or marketing agencies supporting
multiple campaigns and business initiatives.
• Fast-paced environment requiring frequent collaboration across cross-functional teams.
• Hybrid or on-site, depending on organizational needs.
Related Job Titles
• Marketing Traffic Coordinator
• Marketing Operations Coordinator
• Marketing Project Coordinator
• Creative Traffic Manager
• Marketing Intake Coordinator
• Marketing Workflow Coordinator
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