Operations Coordinator — Build and Run Our Delivery Systems (Full-time, Remote)

We're a UK B2B outbound and content agency. We produce short-form video at volume and book qualified meetings for our clients through cold outreach. The business is growing and the ideas are not the bottleneck. The operations are. We're looking for an operations coordinator who can do two things, in this order. First, take a rough brief and a pile of moving parts and turn them into a clean, repeatable system. Then run that system every day so nothing slips. This is not a general VA role, and it is not a role where you wait to be handed a finished process. We know what good looks like and we can describe exactly what needs to happen. What we need is someone who can architect that into a working setup in Asana and our other tools, fill the gaps we have not thought of, and then own it. If you are the kind of person who sees chaos and instinctively wants to give it structure, this is for you. What you'll build first (your first month) - Take our existing rough structure for editorial and client delivery and turn it into a working system in Asana - Set up the boards, stages, fields and templates so every video moves predictably from script to posted - Design the daily handoffs between leadership, the editor and the outreach side so nothing waits on anyone - Build the client tracking so we always know where each account sits against its target - Document the whole thing as simple repeatable processes, so it survives and scales We will give you everything we have already mapped as your starting point. Your job is to make it real, make it work, and improve it. What running it looks like (every day after) Morning operations - Prepare the daily standup: editor's board status, what shipped yesterday, today's queue, blockers - Flag hot replies from the outreach side, scan client pipelines for anyone drifting or close to target - Brief leadership before the day starts so they walk in ready Content and editor operations - Run the editor's daily workflow: tasks created, scripts and footage attached, review access ready - Chase revisions and approvals so nothing sits in draft more than a day - Organise raw footage and finals in Drive, labelled so anything is findable in seconds - Keep the board accurate as work moves through stages Client comms and CRM - Log call outcomes into our CRM as leadership reports them back - Write and schedule weekly client updates, handle client questions - Track each client against their target, flag anyone slipping early - Prepare the visibility briefs that keep clients confident and out of our inbox Growth operations - Build onboarding setups for new clients: folders, access, project boards, trackers - Manage our AI assistant's daily outputs and keep them aligned - Research prospects before demos so leadership walks in prepared Strategic and admin - Weekly review of what's working, what's broken and what to tighten - Keep the process docs current as better ways emerge You are - A systems builder first. Give you a messy goal and you turn it into a clear process. This is the core of the role - Proactive. You flag blockers before anyone asks and surface problems while they are still small - Detail-obsessed. You lose sleep over loose ends, not because you are a perfectionist but because you cannot stand things falling through cracks - Organised by nature. You run your own life on systems, lists and routines because chaos makes you uncomfortable - A strong communicator who can write a clear brief, raise an issue without drama and keep several people in sync - Experienced in operations, coordination or project work. You have built or run a real workflow before, not just followed someone else's - Comfortable owning outcomes, not just ticking tasks Nice to have - Project management experience or training - Hands-on with Asana, Monday or similar - Familiar with HubSpot or another CRM - Agency or SaaS operations background - Confident with spreadsheets and organising data What success looks like - A delivery system exists, written down and running, that did not exist before you arrived - The editor ships on time every day with everything they need - Clients get regular updates and always know where they stand - The pipeline stays clean and onboarding is smooth as we add clients - Leadership spends time on vision and closing, not chasing files or status How to apply To show you read this, start your reply with the word **System**. Then answer this, it is the part that matters most: We will hand you a rough outline of how our content and client delivery should work, the stages, the people, the tools, but it is not yet a finished system. Walk us through how you would turn that rough outline into a working setup you could run every day. Where would you start, what would you ask us, and how would you build it out? Also include: - Your background in operations or coordination. What is the largest or messiest workflow you have organised, and what did you turn it into? - A specific broken process you fixed. What was wrong, what you did, what changed - Your tool experience, depth over breadth - How you keep yourself organised day to day Generic applications will be ignored. We are looking for one person who genuinely enjoys building order out of chaos and wants to grow into a senior operations role as we scale.