Operations Manager – AI Consulting, Web Development & Digital Support Firm

Job Title: Operations Manager – AI Consulting, Web Development & Digital Support Firm

Location: Remote (Philippines preferred for time zone alignment)
Type: Full-time (long-term role)

About the Business

I run a business that combines AI consulting, web development, and digital support services. Based in Australia, my background is in law and the international superyacht sector, and I’ve recently founded this firm to deliver high-quality, technology-driven solutions to clients.

Our team is small and distributed, including:

A web developer

An email marketing specialist

Subcontractors for AI automations and complex builds

An external design partner providing all design work (Figma mock-ups, logos, visual assets)

We are growing, and I need a strong Operations Manager to help bring structure, oversight, and consistency to how we manage both client acquisition and project delivery.

Role Overview

The Operations Manager will act as the one point of contact for subcontractors and oversee all operational workflows — ensuring projects are delivered on time, processes are documented, and the business runs smoothly.

This role is ideal for someone who is highly organized, proactive, and comfortable building systems from the ground up. You will work closely with me to create processes, manage tools, and keep both sales pipelines and client projects on track from start to finish.

Key Responsibilities

Project Management System Setup & Maintenance

Create and maintain the company’s project management system (likely in ClickUp, though input on Notion or hybrid systems is welcome).

Build templates, workflows, and dashboards for different services (AI audits, web builds, digital support, and future offerings).

Sales Pipeline Management (GoHighLevel)

Set up and refine GoHighLevel pipelines to track leads through stages: Lead ? Discovery Call ? Proposal ? Closed Won/Lost.

Ensure a smooth handover from sales pipeline (GoHighLevel) into project delivery (ClickUp).

Subcontractor Oversight

Act as the central coordinator for web development, email marketing, AI automation subcontractors, and design partners.

Monitor deliverables, provide feedback, and keep projects on schedule.

Process Creation & Documentation

Work with me to define and document company SOPs (onboarding, delivery, wrap-up, and client retention processes).

Ensure processes are followed and continuously improved.

Reporting & Communication

Provide weekly summaries of client/project status, pipeline progress, and team performance.

Flag risks, bottlenecks, or issues early and propose solutions.

First 90 Days Priorities

By the end of your first three months, success will look like:

A fully functioning operations hub in ClickUp managing all client projects.

A clear GoHighLevel sales pipeline that tracks leads through to signed clients.

Documented, repeatable company processes for client acquisition, delivery, and retention.

Subcontractors coordinated through you as the central point of contact.

Kristina (business owner) has a single daily dashboard showing the full picture of sales and operations.

Requirements

Proven experience in operations management, project management, or business process coordination.

Strong skills in tools such as ClickUp, GoHighLevel, Notion, or similar platforms.

Excellent organizational and communication skills.

Ability to manage subcontractors and keep multiple projects on track simultaneously.

Experience creating and documenting business processes (SOPs).

Comfortable working directly with a founder in a fast-growing consulting firm.

Nice to Have (Bonus Skills)

Background in digital agencies, consulting, or tech services.

Familiarity with automation tools (Zapier, Make) and system integrations.

Ability to suggest improvements in workflows, tools, and delivery methods.

What We Offer

A long-term, stable role with growth potential as the business expands.

The chance to shape the operational backbone of a consulting firm at an early stage.

Collaborative, flexible work environment with clear responsibilities.

To Apply:
Please share your experience in operations/project management, any examples of systems you’ve set up (ClickUp, Notion, GoHighLevel, or similar), and why you’d be a great fit for this role. Include the word "pineapple" in your opening sentence, so I know you're not a bot and have read the full post. Thank you.