Marketing Operations Lead- Workflow and Collateral Routing (Remote)

What you will do: 

The Marketing Operations Lead will manage the intake, routing and approval workflow for marketing collateral through Workfront. This role is responsible for ensuring submissions follow established processes and are routed through the appropriate stakeholder and regulatory (RAQA) approval pathways. 

The individual will serve as the primary point of contact for teams submitting collateral requests, providing training on submission standards, enforcing workflow requirements and maintaining reporting dashboards to track request volume and approval timelines. 

This role supports a high-volume routing environment and requires strong attention to detail, operational discipline and the ability to manage multiple concurrent requests while maintaining process integrity. 

This role sits within the Ortho Tech Division and supports the routing and approval of marketing collateral for the Mako and Enabling Technologies (MET) and Orthopaedic Instruments (OI) business units. The position partners with communications, marketing, R&D, Clinical, regulatory and legal teams to ensure collateral materials are routed efficiently through established approval workflows. 

Workflow governance and routing management 

• Own the intake and routing process for marketing collateral within Workfront 

• Review incoming submissions to ensure required information and documentation are complete prior to routing 

• Route materials through appropriate stakeholder and regulatory (RAQA) approval workflows 

• Reject or return incomplete submissions to ensure adherence to established submission standards 

• Maintain accurate routing documentation to ensure traceability of collateral approvals 

Process ownership and improvement 

• Maintain and continuously improve the Workfront routing workflow and submission process 

• Identify workflow bottlenecks and recommend improvements to increase efficiency and transparency 

• Document and maintain routing guidelines and operational standards 

• Partner with Workfront administrators to address workflow updates or system-related improvements 

Training and stakeholder support 

• Train internal teams on how to properly submit collateral requests through Workfront 

• Provide ongoing guidance to business partners on routing requirements and submission standards 

• Serve as the primary point of contact for questions related to collateral routing processes 

• Troubleshoot submission and routing issues and determine when escalation or system support is required 

• Submit and manage support tickets with Workfront administrators or IT as needed 

Reporting and analytics 

• Track workflow metrics including request volume, routing timelines and approval status 

• Develop and maintain reporting dashboards to provide visibility into routing performance 

• Provide insights on workflow trends and opportunities to improve process efficiency 

Compliance and documentation 

• Maintain accurate records of approval workflows and submission history to support audit readiness 

• Ensure collateral routing documentation is captured and stored within established systems 

• Support traceability requirements related to regulatory and compliance processes 

What you need  

Required 

• Bachelor’s degree 

• 4+ years of work experience in marketing operations, project coordination, or workflow management 

• Experience working with workflow management systems (Workfront or similar tools preferred) 

• Strong organizational skills and attention to detail 

• Ability to manage multiple requests in a high-volume operational environment 

• Strong communication skills and ability to collaborate with cross-functional teams 

Preferred  

• PMP certification 

• Bachelor’s degree specifically in marketing, business or communications 

• Experience working in a regulated industry such as medical device or healthcare 

• Familiarity with regulatory approval workflows (RAQA) 

• Experience developing reports or dashboards to track operational performance 

• Experience supporting marketing or communications teams within a cross-functional organization