Operations & Client Success Manager (Part-Time / Contract)

Company Overview
Kalaidoscope is a web development and growth marketing agency built for founders — the ones with a real vision and not enough hours in the day. We build fast, think like operators, and use modern technology and AI to give small businesses the kind of execution that used to require a much bigger team.
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Role Overview
We're looking for an Operations & Client Success Manager who is the kind of person that makes everything around them run smoother — and doesn't wait to be asked.

You're proactive by nature. You spot a gap before it becomes a problem. You follow up without being reminded. You keep clients feeling informed, supported, and confident. And when something needs to get done, you figure out how and you handle it.

This is a hands-on, wear-many-hats role at an early-stage agency. Some days you're managing client communication and keeping projects on track. Other days you're building out a process, organizing information, or solving a problem we haven't solved before. You're comfortable with all of it — and honestly, you kind of love the variety.

You also use AI. Not because it's trendy, but because you're always looking for a smarter, faster, better way to do things. You adopt new tools quickly, figure them out, and find ways to make them work for the team.

What You'll Own
- Serve as the primary point of contact for clients — keeping them informed, managing expectations, and making sure they always feel taken care of
- Own project coordination and follow-through — tracking moving pieces, flagging blockers, and making sure nothing falls through the cracks
- Manage internal workflows and help build systems and processes that keep the agency running smoothly as we grow
- Handle administrative and operational tasks across the business — scheduling, documentation, task management, and light research
- Proactively identify inefficiencies and bring solutions, not just observations
- Use AI and modern tools to streamline repetitive work, improve communication, and help the team operate at a higher level
Support the founder with day-to-day execution so that more time can go toward growth and client delivery


Must-Haves
- Exceptionally organized and detail-oriented — nothing slips past you
- Proactive and self-directed — you take initiative and follow through without needing to be managed
- Warm, professional, and confident communicator — clients trust you quickly
- Comfortable wearing many hats and shifting between tasks without losing quality or ---------- ntum
- Strong written communication skills — you can draft a client email, summarize a meeting, or write a process doc with equal care
- Tech-savvy and a fast learner — you pick up new tools quickly and actually use them
- Genuinely enjoys finding ways to do things better, faster, and smarter
- Reliable, calm under pressure, and good at prioritizing when everything feels urgent


Nice-to-Haves
- Experience in an agency, startup, or fast-moving small business environment
- Familiarity with project management tools (ClickUp, Notion, Asana, etc.)
- Active user of AI tools (ChatGPT, Claude, Notion AI, etc.) in your day-to-day work
- Experience with CRM or client communication tools
- Background in client success, account management, or operations
- Interest in web, tech, or the tools founders use to build businesses

Role Details
Part-time contract, flexible schedule
Fully remote
Room to grow as the agency scales