Asana Systems Operator / Operations Manager (Workflow + Automation)

Asana Systems Operator / Operations Manager — Recurring Agency Fulfillment We run a fast-growing online reputation management agency with 50+ active clients. We're looking for an advanced Asana operator and high-level operations thinker to own the execution system that keeps fulfillment running. This is NOT a virtual assistant, admin, or basic project-coordinator role. We need someone who can take an SOP — or a rough instruction — and run with it: turn it into a clean, scalable workflow inside Asana, keep that system running smoothly, and use AI and automation to make the whole operation move faster. The single trait we're hiring for: you take a task with minimal direction, figure out the path yourself, and come back with it done — or with a clear recommendation and the one or two decisions you actually need. If your instinct is to ask "what should I do?" before you've tried to solve it, this isn't the role. IMPORTANT: A detailed job description is attached. Read it before applying — your application should show that you have. WHAT YOU'LL DO - Translate written SOPs into live Asana workflows — tasks, subtasks, dependencies, owners, deadlines, escalation paths - Keep execution running cleanly across 40+ clients; catch overdue work, blocked items, and missed handoffs before they become problems - Build real automations (Asana Rules, n8n, Zapier/Make) — not @-tagging; the system should fire the next step automatically - Define and enforce handoff SLAs across the team - Drive the monthly reporting cycle to completion — make sure every owner hits their deadline so reports ship on time (you coordinate the cycle; you don't write the reports or own the data) - Use AI tools (ChatGPT, Claude) to sharpen SOPs, speed up workflow design, and automate repetitive work - Surface capacity issues and bottlenecks proactively, with options attached WHAT WE'RE LOOKING FOR - Genuinely advanced in Asana — you've run it as an operational system, not just a task board - Experience with recurring, high-volume, multi-stakeholder workflows (agency, SEO, marketing, or service-delivery ops is a strong plus) - Comfortable building automations and using AI in your daily work - Clear written English - Self-directed — a force multiplier, not someone who multiplies the work of the people they support COMPENSATION Starting at $5,000/month USD for the right candidate, with room above that for exceptional, demonstrated systems capability. TIME ZONE US-based preferred. We'll also consider strong candidates in Central/South America or Asia who can maintain reliable daily overlap with the team. Availability for our weekly leadership meeting is required. HOW TO APPLY — please do not send a generic proposal Read the attached job description first. We can tell instantly whether you've read both this post and the attachment. Your application must include: 1. How many years you've used Asana, and the companies/industries you used it in 2. Where you're based and your normal working hours 3. Examples (screenshots, Loom, or written) of complex Asana systems you've built — not simple boards 4. In 5–10 bullets: how you turn a written SOP into a live Asana workflow 5. Specifically how you use ChatGPT, Claude, or other AI tools in your work 6. Briefly describe how you'd approach this — a few short paragraphs is plenty. We're evaluating how you think, not asking you to build anything or produce sample work. Scenario: you support a team managing many active clients; a new process has been approved and a rough SOP exists. How would you (a) tighten the SOP, (b) structure it in Asana for repeatable execution, (c) make sure the work gets done on time, and (d) handle a downstream owner who hasn't picked up a task 24 hours after handoff? Applications that don't answer #6 will not be considered.