Project Manager & Smartsheet Systems Lead

For over 20 years, Smartsheet has helped people and teams achieve–well, anything. From seamless work management to smart, scalable solutions, we’ve always worked with flow. We’re building tools that empower teams to automate the manual, uncover insights, and scale smarter. But more than that, we’re creating space– space to think big, take action, and unlock the kind of work that truly matters. Because when challenge meets purpose, and passion turns into progress, that’s magic at work, and it’s what we show up for everyday.

This hybrid role sits within the Marketing PMO and serves as a bridge between Marketing Operations (MOPs) and PMO process enablement. The position will oversee intake, prioritization, and resource management for the MOps function while driving process design, documentation, and system optimization across Marketing.

This role is critical in building scalable systems, improving operational efficiency, and strengthening cross-team collaboration as Marketing continues to evolve how we plan, execute, and measure work.

This is a full-time position on our Marketing PMO team based remotely within Costa Rica

Core Responsibilities

Marketing Operations Program Management (50%)

Partner with MOPs leadership to align work against business priorities, capacity, and service level expectations.Manage intake, prioritization, and assignment of Marketing Operations requests.Own management of MA team resourcing and request calendar.Coordinate across teams to define scope, manage timelines, clarify requirements, and track progress with business owners across the business.Monitor MA team resource utilization, flag bandwidth risks, and facilitate trade-off discussions with stakeholders.Ensure requests and campaigns are executed efficiently, accurately, and on schedule.Maintain visibility into all MA projects through Smartsheet systems; manage timelines, dependencies, and communications.

Systems & Process Development (50%)

• Collaborate with PMO leadership and peers to identify opportunities for standardization and efficiency.

• Support the PMO as a process steward—developing, documenting, and refining Marketing’s core operating processes.

• Design, implement, and maintain Smartsheet-based systems that power intake, prioritization, resourcing, and reporting.

• Own development of dashboards, workflows, forms, and automations that drive visibility and accountability.

• Maintain documentation, naming conventions, and training materials to ensure consistent process adoption.

• Partner with the PM currently leading process transformation work to expand scalable frameworks and enablement across Marketing.

• Serve as the Smartsheet subject matter expert, supporting team enablement and ongoing system enhancements.

• Maintain documentation for Smartsheet systems and PMO processes to ensure long-term scalability and team adoption.

You have:

• 5+ years of experience in project management, marketing operations, or process management.

• Strong understanding of marketing operations workflows and resource management.

• Proven ability to build and optimize processes across complex, cross-functional environments.

• Expertise in Smartsheet (Control Center, formulas, dashboards, automations, and reporting).

• Experience with Enterprise martech tools like Marketo, ZoomEvents, and Salesloft preferred

• Exceptional organizational and communication skills—comfortable influencing at all levels.

• A proactive, systems-thinking mindset with a passion for continuous improvement.

• Experience in SaaS or marketing environments preferred.

• Strong project management fundamentals—able to lead workstreams, navigate ambiguity, and influence cross-functional teams

• Strong sense of ownership, urgency, and drive

Perks & Benefits:

• Fully paid Health & Life insurance for full-time employees and family members

• Monthly stipend to support your work and productivity

• Asociacion Solidarista with employee and employer contributions, as well as potential alliances with entities such as universities, gyms, etc.

• 12 days paid Vacation + Flexible Time Away Program

• 20 weeks fully paid Maternity Leave

• 12 weeks fully paid Paternity/Adoption Leave

• Personal paid Volunteer Day to support our community

• Opportunities for professional growth and development, including access to Udemy online courses

• Company Funded Perks, including a counseling membership and your own personal Smartsheet account

• Teleworking options from any registered location in Costa Rica (role-specific)

Get to Know Us:

At Smartsheet, your ideas are heard, your potential is supported, and your contributions have real impact. You’ll have the freedom to explore, push boundaries, and grow beyond your role. We welcome diverse perspectives and nontraditional paths—because we know that impact comes from individuals who care deeply and challenge thoughtfully. When you’re doing work that stretches you, excites you, and connects you to something bigger, that’s magic at work. Let’s build what’s next, together.

Equal Opportunity Employer:

Smartsheet is an Equal Opportunity (EEO) employer committed to fostering an inclusive environment with the best employees. It is our policy to provide equal employment opportunities to all qualified applicants in accordance with applicable laws in the US, UK, Australia, Germany, Costa Rica, Japan, Bulgaria, and India. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

If there are preparations we can make to help ensure you have a comfortable and positive interview experience, please let us know.

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