Notion Expert Needed to Build Business Operating System for Creative Agency

Overview We are a creative agency producing performance creative, ads, scripts, shoots, editing, strategy, research, and client delivery. We already have detailed internal operating documents and workflows. We now need an experienced Notion systems builder to turn these into a clean, practical, easy-to-use business operating system. This is not a dashboard design project — we need a functional system the team will actually use. The goal is one central workspace that replaces scattered WhatsApps, Slack messages, Google Docs, and memory. What We Need Built 1. Master Dashboard A central dashboard showing: Tasks and priorities Team workload Client delivery status Active clients Sales follow-ups Production and editing deadlines Upcoming calls Blockers and overdue work 2. Client Workspace / CRM Each client should have a master page containing: Client overview Contacts and package info Drive / Slack / HubSpot / Wistia links Call notes and transcripts Research and strategy Scripts and production planning Editing briefs and deliverables Reports and feedback Risks, blockers and next actions 3. Delivery Pipeline Visual client delivery stages such as: Contract & payment Onboarding Research Strategy Scripting Production Editing QA Delivery Performance review Each stage should include: Owner Deadline Status Required outputs Handover notes Templates and links 4. Central Task Database Tasks should clearly show: Owner Client/project Department Priority Due date Status Blockers Files/templates Handover notes 5. Sales / Lead Pipeline Lead stages including: New lead Qualified Call booked Proposal sent Follow-up Closed won/lost Re-engage With fields such as: Source Contact details Website Notes Call summaries Objections Follow-up dates Proposal + HubSpot links 6. Templates & SOPs We need practical templates for: Lead qualification Sales notes Client onboarding Research briefs Strategy briefs Script packs Production docs Editing briefs QA checklists Client updates Handover docs SOPs 7. Research & Creative Libraries Databases for: Competitor ads Hooks Angles Creative references Wistia links Results Testimonials Mood boards Trend examples Filterable by: Client Industry Format Funnel stage Owner Status 8. Automations Basic automations where possible: Client → onboarding tasks Onboarding → research tasks Research → strategy Strategy → production Production → editing Editing → QA + delivery Overdue reminders Weekly review views We are open to Notion automation, Zapier, Make, Slack and Google Drive integrations. Current Tools We use or plan to connect: Notion Google Drive Slack HubSpot Wistia Google Meet Calendly Zapier / Make Meta Ads AI tools What We Already Have We already have: Internal SOPs Team role breakdowns Delivery workflows Sales process Templates list File naming and handover rules Your job is to turn this into a working Notion system. Ideal Candidate You should: Be highly experienced with Notion databases and relations Build operating systems, not just dashboards Understand agency and client workflows Be comfortable with automations and integrations Think operationally and ask practical questions Bonus if you have experience with: Creative or marketing agencies Video production teams CRM systems HubSpot Zapier / Make Slack workflows AI-assisted operations Deliverables We want: Fully built Notion workspace Master dashboard Client CRM + delivery pipeline Sales pipeline Task database Templates + SOP library Creative reference database Basic automations Team instructions + Loom walkthroughs Project Structure Phase 1 Review docs Map architecture Confirm build plan Phase 2 Build workspace Create templates Link databases Add automations Phase 3 Test with real examples Refine Train team Finalise docs To Apply Please send: Examples of Notion systems you’ve built Screenshots or Loom walkthroughs How you would approach this project Relevant experience Estimated timeline Fixed price or hourly rate Please start your application with: “I build Notion systems that teams actually use.”