Operations VA | ClickUp Systems & Workflow Automation | Make & SOP Specialist

Manage end-to-end project workflows across multiple active job sites — maintaining Gantt charts, tracking material lead times, coordinating with vendors and General Contractors, and keeping all communication loops closed. Previously handled full client project lifecycles at a construction materials firm from inquiry to completion, including QuickBooks quotations and milestone follow-ups.

Built centralized ClickUp workspaces from scratch for multi-entity business portfolios — including dashboards covering KPIs, finance, operations, and marketing with automated Red Flag rules that flag revenue drops over 10% and membership cancellation spikes. Also set up full marketing task management for a 4-person team and a quarterly bonus tracking system with different calculation rules per business entity.

Manage multiple business inboxes with a consistent folder and label structure, handle invoice routing, and prepare draft replies for owner approval. Coordinate monthly payroll for 3 club managers — collecting worked hours and submitting to payroll administration by the 8th of each month, deadline never missed. Also manage WhatsApp accountability groups across two teams using a standardized follow-up format.

Built 10+ SOPs across 6 front-of-house roles using defined formatting templates — standardizing processes across multiple locations. Developed 30-day role-specific onboarding programs converted into self-guided courses in Connecteam, with Google Forms for assessments and mid/post-training feedback. Also produce Monthly Executive Summaries covering revenue, payroll trends, and membership growth for leadership review.

Use Google Docs as the output for automated audit reports generated via Make pipelines, and Google Forms for building onboarding assessments and training feedback forms. Manage team files and documentation in Google Drive with a structured folder system, and use Sheets for tracking worked hours, project data, and operational records across multiple clients.

Maintain Gantt charts and project schedules for active glazing jobs across multiple US job sites — tracking deadlines, material lead times, and contractor timelines. Send weekly schedule emails to General Contractors and manage calendar coordination for training cohorts, including reminders, calendar invites, and progress tracking.

Track and organize operational data across 5 business entities — KPIs, finance, membership metrics, and staff performance — inside structured ClickUp dashboards. Maintain full audit trails on bonus calculations and payroll records. Compile this data into monthly executive reports and flag anomalies using automated rules, ensuring leadership always has an accurate, up-to-date view of operations.