Operations Manager

Operations Manager — SEO Agency
Reviewly Pty Ltd | Full-Time | Remote (Philippines) | Long-Term Role
? Permanent role | ? Australian SEO agency | ? $1,500–$1,700 USD/month | ? Build something that lasts

Role at a Glance

Position Operations Manager

Company Reviewly Pty Ltd — Australian SEO agency ( ---------- )

Reports to CEO — Tanya Somerton

Hours Full-time, 40 hours/week — Australian business hours (AEST)

Location 100% remote — work from home in the Philippines

Salary $1,500–$1,700 USD per month based on SEO experience and agency background

Role type Permanent long-term position — we are not looking for short-term contractors

SEO experience REQUIRED — minimum 2–3 years inside an SEO agency environment

Taskade REQUIRED — you will build, structure, and enforce our Taskade system from day one

English & client comms REQUIRED — you will write directly to clients and having Zooms on behalf of the business. Your English must be professional, clear and natural, not templated or translated-sounding

?? This is a client-facing, quality-gatekeeper, and systems-builder role, not a virtual assistant position. You will write directly to Australian business clients on behalf of Reviewly. Your written English must be professional, natural, and confident. You must also have real SEO agency experience AND the ability to build and enforce project management systems. If you do not have all three, please do not apply.

About Reviewly
Reviewly is an Australian SEO agency helping local businesses grow online through Local SEO, Google Business Profile management, Technical SEO, content strategy, and our proprietary Satellite Search system that creates additional search presence for clients across targeted locations.

We are a small, focused team operating across multiple active client accounts. We use Taskade as our central task management platform and Google Drive for all client and internal file management. We are actively building out our internal systems, automation workflows, and AI tools and we want someone who sees that as an exciting opportunity, not a complication.

We are a legitimate, stable Australian business. We pay on time, we communicate clearly, and we are committed to building a long-term remote team. If you are looking for a role where you can genuinely contribute to how a business operates and grows, this is it.

The Role
The Operations Manager is the operational backbone of Reviewly's client delivery. You sit between the CEO and the delivery team ensuring all work is tracked, assigned, quality-checked, and completed to standard before it ever reaches a client. You are also the voice of Reviewly to our clients, writing update emails, managing expectations, and representing the business professionally in every communication.

There are three equally important dimensions to this role:

1. Build the system. Our Taskade environment needs to be structured properly, with the right boards, templates, workflows, and staff dashboards so every tea ---------- mber knows exactly what they own and when it is due. You will lead this build-out and design it to scale.

2. Run and enforce the system. Once built, you are responsible for making sure the team actually uses it, every task logged, every update recorded, nothing tracked in emails or verbal conversations. The system only works if it is used consistently, and that accountability sits with you.

3. Represent the business to clients. You will write operational update emails directly to Australian business owners, not templated copy-paste messages, but genuine, accurate, professional communication that builds client confidence. Your English must be strong enough that your emails cannot be distinguished from those written by a native speaker.

You must understand SEO well enough to know when work has been done correctly, not just whether a task is ticked off. That distinction is what separates a true Operations Manager from a scheduler.

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What You Will Do

Taskade System Build-Out & Enforcement — Priority One
This is the first and most urgent focus of the role. We have Taskade in place but it is not being used to its full potential. You will:

? Audit the current Taskade setup and identify what is missing, inconsistent, or not being used
? Design and build a proper board structure, one shared team view for all client work plus individual dashboards per staff member so each person sees their own tasks clearly
? Create standard task templates for recurring deliverables, monthly reports, GBP posts, audits, onboarding, so nothing is built from scratch each time
? Set up automated reminders, due date triggers, and status workflows so the system drives accountability without manual chasing
? Train each tea ---------- mber on how to use their dashboard and enforce consistent usage from day one
? Ensure the system always reflects the true current state of all client work, if it is not in Taskade, it does not exist

Task & Workflow Management
? Own daily oversight of all active client tasks across the team
? Ensure every task is logged, assigned, and has a clear owner and due date before work begins
? Monitor progress proactively and follow up before deadlines are missed — not after
? Flag stalled, blocked, or overdue tasks immediately, do not wait for them to become client problems

Quality Verification
? Review all work before it is communicated to clients, this is non-negotiable
? Use your SEO knowledge to assess whether deliverables genuinely meet quality standards, not just whether they look complete
? Return substandard work to the tea ---------- mber with specific, clear correction instructions
? Confirm all deliverables match the scope agreed with the client before anything is sent

Client Communication — You Are the Voice of Reviewly
This is not a back-office role. You will write directly to Australian business clients on behalf of Reviewly. Every email you send reflects the professionalism and credibility of the agency. Your communication must be accurate, timely, and written to a standard that builds client trust, not erodes it.

? Write professional client update emails in your own words, clear, accurate, and natural. Not templates. Not translated. Not AI-generated without your own review and refinement.
? Manage all routine operational client communication across active accounts, progress updates, delivery confirmations, timeline changes
? Proactively update clients before they need to ask, a client who has to chase an update is already losing confidence
? Handle client questions about work in progress with confidence and accuracy, knowing enough about SEO to answer correctly without always escalating
? Escalate client concerns, scope questions, or disputes to the CEO with full context and your recommended approach, never pass problems up without your own assessment
? Maintain a professional, warm, and consistent tone that reflects well on Reviewly in every interaction

File & Information Management
? Maintain organised client folders in Google Drive using our 8-folder standard structure and naming convention
? Ensure strategy notes, access details, and client documentation are always current and findable
? Enforce file management standards across the team, consistency is expected, not optional

Team Coordination & Leadership
? Lead daily|weekly internal operational meetings with clear agendas and outcomes
? Assign tasks clearly so every tea ---------- mber knows exactly what they own
? Address delivery issues directly with tea ---------- mbers before escalating to the CEO
? Escalate performance concerns with evidence and context, not just complaints

AI Automation & Cost Saving — Bonus Opportunity
We have a dedicated internal drive for AI tools and automation. We are actively looking for ways to reduce manual effort, cut operational costs, and free up staff time for higher-value work. This is an area where the right person can make a significant impact and be financially rewarded for it.

? Proactively identify repetitive manual tasks across client delivery and internal operations that could be automated
? Propose and implement AI-assisted workflows, using tools like Claude, Taskade automations, Zapier, or other platforms, that save measurable time or reduce cost
? Document every automation win clearly: what was automated, estimated time saved per week, and the business impact
? Identify tasks or processes where AI can reduce reliance on manual staff effort and present those findings to the CEO with a clear business case
? Stay current with AI and automation tools relevant to SEO agency operations and bring ideas to the table proactively — we want someone thinking ahead, not waiting to be asked

???? Bonus structure: Where your AI or automation proposals result in verified time savings or measurable cost reductions, you will earn a performance bonus. The more you save the business, the more you earn. This will be agreed in writing before your start date.

What This Role Is NOT

? A general VA or admin support role — you are coordinating a delivery team and holding them accountable
? A role for someone who waits to be told what to do — we need someone who sees problems before we do
? A role where SEO is optional or background knowledge — it is your quality-checking foundation
? A role where Taskade is just a to-do list — you will architect and enforce it as our operational system
? A short-term or trial position — we want someone who will be here in two years
? A role for someone who is uncomfortable with AI tools — we are actively automating and we need you to lead that, not resist it
? A role where client emails are an afterthought — you are the professional voice of Reviewly and your written English will be assessed before you are offered the position

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What We Require

Essential — You Must Have All of These
? Minimum 2–3 years working inside an SEO agency (not solo freelance, you must have managed or coordinated work within a team)
? Solid working knowledge of Local SEO, GBP optimisation, NAP consistency, citation building, local pack rankings
? Solid working knowledge of Technical SEO, audits, crawl issues, GSC, redirect mapping, site health
? Understanding of content SEO, brief quality, on-page optimisation, assessing content completeness
? Demonstrated experience building or structuring a project management system, not just using one someone else set up
? Experience with Taskade, Asana, ClickUp, Monday, or a comparable tool at an administrative or setup level
? Experience managing and enforcing team usage of a shared system, you know how to get people to actually use the tools
? Google Shared Drive experience, maintaining organised, structured shared file systems
? Excellent written English, this is non-negotiable. You will be writing directly to Australian business clients. Your emails must be professional, natural, and accurate. If English is not your first language, your written communication must be indistinguishable from a native speaker. We will assess this from your application.
? High attention to detail, you find the mistake before the client does
? Ability to manage multiple active client accounts simultaneously without tasks falling through the cracks
? Comfortable working independently and remotely, you do not need to be micromanaged to deliver

Highly Regarded — Will Strengthen Your Application
? Familiarity with subdomain or multi-location SEO strategies (satellite sites, )
? Experience working with Australian, UK, or US SEO agencies or clients
? Hands-on experience with AI tools such as Claude, ChatGPT, or similar, bonus points if you have built automations or prompt workflows for agency operations
? Experience with Zapier, Make (Integromat), or other automation platforms connected to project management or CRM tools
? Knowledge of Google Search Console, GA4, Ahrefs, Semrush, or Screaming Frog at a reporting/review level
? Experience managing Google Business Profile at scale across multiple client accounts

Tools We Use

? Taskade — central task and project management system (you will build this out)
? Google Drive — structured shared file management across all clients and internal operations
? Google Business Profile & Google Search Console — core SEO platforms
? Email & Slack — team and client communication
? Claude / AI tools — internal automation and systems (we have a dedicated internal drive for this)
Plus SEO Tools for staff audits and records.

How We Will Know You Are Succeeding
After 90 days in the role, you will be on track if:

? Taskade is fully structured with clear boards, staff dashboards, and recurring task templates and the whole team is using it consistently
? All active client tasks are logged, assigned, and up to date at all times, the CEO can check the board at any ---------- nt and see exactly what is happening
? No client deliverable has been sent without your quality verification
? The CEO has not had to chase an operational update — she receives them proactively from you
? Client satisfaction is maintained and issues are resolved before they escalate
? Google Drive is consistently organised and tea ---------- mbers can find what they need without asking

What We Offer

? $1,500–$1,700 USD per month, based on your SEO experience and agency background
? Permanent full-time employment, we are building a long-term team, not rotating contractors
? A role with genuine scope, you will design and build our operational infrastructure, not just maintain someone else's work
? Direct access to the CEO, no layers of management, decisions get made quickly
? Clear systems, documented expectations, and a business that is actively investing in better tools and automation
? Performance bonus tied to AI and automation savings, verified time or cost savings you generate earn you additional income, agreed in writing before you start
? An Australian employer with a track record of treating remote staff fairly and paying reliably
? A genuine opportunity to shape how the business uses AI, we have a dedicated internal systems drive and we want someone who will help us build it out

How to Apply
?? Read every instruction below before applying. Applications that skip steps or ignore instructions will not be reviewed. Attention to detail is the core requirement of this role, your application is the first test of it.

Please include all of the following in your application:

? Your CV or resume, include any SEO agency roles clearly with dates and responsibilities
? A short cover message (3–5 sentences), tell us specifically why your SEO agency experience makes you right for this role
? Your expected monthly salary in AUD
? Confirmation you are available to work Australian business hours (AEST / AEDT)
? Your answers to ALL FOUR scenario questions below, write at least 3–4 sentences for each (Scenario 4 requires a full email)

Scenario 1 — Operations & Quality
You are managing 8 active SEO clients. One client's monthly report is due tomorrow. The tea ---------- mber responsible tells you at 4pm today that the report is not finished and they need more time. What do you do, and how do you handle the client communication?

Scenario 2 — Taskade & System Enforcement
You join a team that has Taskade set up but staff are not using it consistently , tasks are being tracked in emails and WhatsApp messages instead. The CEO wants everything in Taskade within 30 days. Walk us through how you would approach this. What would you build first, and how would you get the team to actually change their behaviour?

Scenario 3 — AI & Automation
You notice that each month the team spends around 3 hours manually compiling client reports from multiple sources. Describe how you would approach automating or streamlining this process using AI or other tools. What would you investigate first, what tools might you consider, and how would you measure whether your solution actually saved time?

Scenario 4 — Client Communication (Write the Actual Email)
A client emails you on a Friday afternoon asking why their Google Business Profile views have dropped this month compared to last month. The tea ---------- mber responsible has not yet investigated. Write the actual email reply you would send to the client right now. Do not summarise what you would write, write the full email as you would send it.

???? Scenario 4 is your written English and client communication test. We will read it exactly as your clients would. Write it naturally, no notes, no dot points, just the email. This is how we will assess whether your English and client-facing skills meet our standard.

?? Applications without answers to all four scenario questions will not be reviewed. There is no single correct answer for Scenarios 1–3 — we want to see how you think. Scenario 4 will be assessed on professionalism, clarity, and natural English.

Reviewly Pty Ltd | ---------- | Australian company | Hiring from the Philippines