Head of Systems & Delivery

Step up into the seat that runs an Australian agency's entire delivery operation.

We're an established Australian growth agency in a highly regulated health sector. We build brands, websites, CRM automations and lead nurture journeys for clients where compliance isn't optional — and we own internal brands of our own: a 20,000-member online community, an education platform and a product brand. Founder-led, senior specialist team, heavily AI-integrated (Claude is part of daily work here, and it will be part of yours).

Our delivery lead is moving on, and we're not backfilling a coordinator — we're upgrading the seat. This is the number-two operational role in the business: you run delivery, the founder runs strategy and sales.

What you'll own:

The team's output. A senior designer, developer, video editor and social media manager deliver the work — you make sure it ships. You'll run everything in ClickUp: priorities, deadlines, dependencies, briefs, QA against our launch standards. When a designer's blocked or a developer's output misses the standard, you're the one who sorts it — directly, not by escalating it upward.

The client experience. Onboarding from signed proposal to kickoff. Approvals chased, requests triaged and routed, timelines defended. Clients deal with you for delivery; they deal with the founder for strategy.

The founder. He is the bottleneck on approvals and decisions — that's the honest reality of a founder-led agency. You'll send him a short daily list of exactly what he owes the business, with deadlines, and follow up when he sits on it. If managing your own boss sounds uncomfortable, stop reading. If it sounds like the missing piece of every job you've had — keep going.

The systems. This is not a delegation-only role, and people who've stopped building shouldn't apply. Roughly half your week is hands-on: GoHighLevel pipelines, workflows and nurture sequences, landing pages in GHL or WordPress/Elementor, email campaigns and newsletters for clients and our internal brands, GA4/GTM/Search Console setup on every site we ship, and SOPs written as you stabilise each process.

You're ready for this if:

You've done 3+ years agency-side across delivery, marketing systems, automation or email — and you've been the person others relied on to keep the machine running, whatever your title said
You're hands-on deep in GoHighLevel, or deep in HubSpot/Keap/ActiveCampaign and certain you'd master GHL inside 60 days (we test it)
You've coordinated or led other doers — briefed them, QA'd them, chased them — even informally
You've built and sent real email campaigns and can talk about what the numbers made you change
Domains, DNS and hosting don't scare you; you fix, not just describe
You use AI daily as a working tool, not a novelty
You're the person who notices the form with no success message before the client does

Bonus: Shopify, WordPress beyond landing pages, email deliverability (SPF/DKIM/DMARC), SOP libraries you've written, regulated-industry experience.

The deal: Independent contractor, 30–40 hrs/week, AUD $12–25/hr depending on experience, plus 13th month pay. 90-day trial with written goals at day 30, 60 and 90 — you'll always know exactly what success looks like. Minimum 6 hours/day AEST overlap. Long-term seat, built to grow as the agency does — this role expands, it doesn't cap.

How to apply — email ---------- with:

A note before you start: we use AI every day and expect you to. But these questions are about your actual work — if an AI could answer them without you, you've answered them wrong. Generic answers are the fastest way to not hear back. Specifics, names, numbers and screenshots are the fastest way to an interview.

Your CV.
One real system you built — with proof. A link or Loom of the system, plus one screenshot from inside the build (workflow, automation, campaign — blur client names if needed), plus 3–5 sentences: who it was for, what it replaced, and one thing that broke or underperformed after launch and what you did about it. If nothing ever broke, we won't believe the rest.

Written answers — from your history, not a textbook:

Describe the worst deliverability or DNS problem you've personally fixed. What was actually wrong, how did you find it, and how long did it take? (Name the tools you used. "I would check SPF/DKIM" is a textbook answer — we want the war story.)

Tell us about a specific time you had to get work out of someone who didn't report to you — who were they (role, not name), what were they sitting on, what did you actually say or do, and did it work?

What's the most recent thing you built or fixed that nobody asked you to? When was it, what triggered it, and what happened after? "Recent" matters — last month beats three years ago.

A 2–3 minute Loom (camera on for the intro, then screen share): Start with 30 seconds on you — who you are, where you're based, and what you're into outside of work. Then walk us through the system from question 2 — show us the actual build on screen. Finish by answering this out loud without a script: a client's email s suddenly start landing in spam — talk us through your first thirty minutes. We want to hear how you think, not a rehearsed script; you may have notes but shouldn't be reading.

Subject line: Head of Systems — [your name]

Applications missing the screenshot or the Loom won't be reviewed. That's the first test.