Operations & Automation Manager

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.

Our client is a growth marketing agency that helps ambitious consumer brands scale through performance marketing, paid media, creative strategy, lifecycle marketing, SEO/AEO, analytics, and affiliate marketing. By combining strategic thinking, execution excellence, and data-driven decision-making, the agency delivers measurable business outcomes while continuously improving internal operations through AI-powered workflows and automation.

ROLE OVERVIEW

The Operations & Automation Manager will be responsible for leading cross-functional operational initiatives, improving internal workflows, and implementing AI-powered systems that enhance organizational efficiency. The Operations & Automation Manager will partner with leadership, marketing, operations, and technical teams to manage projects, optimize processes, implement automation, ensure strategic initiatives move from planning to execution, and manage agency resource capacity, allocated hours, project economics, and maintaining commercially healthy projects. This role is ideal for someone who thrives in fast-paced environments, enjoys solving operational challenges, and is passionate about leveraging AI and technology to build scalable systems.

LOCATION

Fully Remote | 9:00 AM - 6:00 PM EST (Includes 1-hour break)

KEY RESPONSIBILITIES

OPERATIONS & PROJECT MANAGEMENT

- Lead cross-functional operational projects across the organization.

- Coordinate project timelines, priorities, owners, and deliverables.

- Track project progress, identify blockers, and proactively resolve issues.

- Hold teams accountable for deadlines, milestones, and project commitments.

- Maintain visibility into strategic initiatives through documentation and reporting.

- Resource allocation, team capacity management, actual vs. budgeted/allocated hour tracking, overrun identification, scope creep, revision cycles, and commercial risk management.

WORKFLOW OPTIMIZATION & PROCESS IMPROVEMENT

- Analyze existing workflows to identify inefficiencies and opportunities for improvement.

- Partner with marketing and operational leaders to streamline business processes.

- Develop and maintain SOPs, documentation, and scalable operational procedures.

- Improve internal systems that support organizational growth.

- Introduce structure while maintaining operational agility.

- Resource planning, utilization, project health, capacity visibility, and profitability considerations.

AI IMPLEMENTATION & AUTOMATION

- Support the implementation of AI-powered workflows across the organization.

- Identify opportunities where AI and automation improve productivity, reporting, and execution.

- Collaborate with technical teams to translate business requirements into AI-enabled solutions.

- Implement automations, dashboards, reporting systems, and operational tools.

- Stay informed on emerging AI technologies and recommend innovative solutions.

PROJECT MANAGEMENT SYSTEMS & REPORTING

- Own and optimize ClickUp as the team's primary project management platform, building and maintaining workflows, templates, dashboards, automations, and reporting to improve visibility, accountability, and operational efficiency.

- Expanded ClickUp from general PM ownership to an agency operating system, including resource allocation, workload/capacity, time tracking, actual vs. allocated hours, resource costs, and margin visibility.

- Improve project planning, prioritization, assignment, and tracking processes.

- Build operational reporting dashboards and performance metrics.

- Ensure project information remains accurate and teams follow established workflows.

CROSS-FUNCTIONAL COLLABORATION

- Coordinate daily execution across designers, copywriters, video editors, paid media specialists, developers, and account managers, ensuring projects move efficiently from intake through final delivery.

- Improve communication, coordination, and execution across departments.

- Translate business challenges into actionable operational solutions.

- Align teams around organizational priorities and strategic initiatives.

- Responsible for balancing client commitments, team capacity, resource allocation, project economics, and commercial risks.

QUALIFICATIONS

EXPERIENCE

- 4–8 years of experience in operations, consulting, project management, agency operations, or a related field.

- Experience leading cross-functional projects and operational initiatives.

- Experience improving business processes and organizational workflows.

- Experience working in fast-paced environments with multiple priorities.

- 3+ years of experience in a marketing, creative, digital, or performance marketing agency is required with a proven track record managing client delivery, creative operations, or cross-functional marketing projects.

- Time tracking, utilization, capacity, project economics, margins, scope changes, and overruns.

SKILLS

- Strong hands-on experience with ClickUp is highly preferred, including workflow creation, dashboard management, templates, automations, reporting, and cross-functional project coordination. Experience with other project management platforms is a plus.

- Experience implementing workflows, automation, dashboards, and operational systems.

- Strong analytical, problem-solving, and organizational abilities.

- Ability to collaborate effectively with technical teams and developers.

- Excellent written and verbal communication skills.

- Ability to organize complex information and communicate clearly with stakeholders at all levels.

- Strong ownership mentality with exceptional follow-through.

- Experience using ClickUp, Asana, Monday.com