Brand Operations Coordinator in Chicago, Illinois at Potbelly Corporate

• $50,000 - $60,000 base salary range + annual bonus potential!
• 100% remote in the United States, however, due to state-specific regulatory requirements, Potbelly does not currently support remote work from the following states: Alaska, California, and Hawaii. To be considered for this position, you must be able to perform the role from a state not listed above at the time of hire and for the duration of employment.

Job Title: Brand Operations Coordinator

Department/Function: Marketing

Location: Support Center

Reports to (Title): Senior Director, Brand Marketing

Job Level Individual Contributor

Job Band Associate

Full-Time: Exempt

Travel Requirements: Rarely

GENERAL DESCRIPTION

The Brand 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 Brand 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.