Delivery & Operations Manager

We need the person who makes sure nothing gets missed.

We're an established Australian growth agency in a highly regulated health sector, building brands, websites, CRM systems and lead nurture journeys — plus internal brands of our own: a 20,000-member community, an education platform and a product brand. Small senior team, founder-led, heavily AI-integrated: Claude is part of daily work here, and it will be part of yours.

This is a project management and delivery operations role first. There is systems work in it, but if you're mainly a funnel builder looking for build hours, this isn't your seat. We're hiring the person who runs the machine while our specialists do the work.

What you'll own:

The board (the core of the job). Client requests arrive by portal, email , Slack, WhatsApp and Messenger — every one becomes a ClickUp task the same day, with an owner, a due date and a brief clear enough that the assignee knows what "done" looks like. You run all active projects across ~10 client accounts: deadlines, dependencies, blockers, scope. Nothing client-facing gets missed. This outranks everything else in the role.

The weekly rhythm. Monday planning with the founder, Wednesday board audit, Friday end-of-week report, weekly per-account check-ins, monthly client performance reports, fortnightly payroll submission. The rhythm already exists and is documented — your job is to run it without being chased, then improve it.

The team's delivery. A senior designer, developer, video editor and social media manager do the work — you brief them, sequence them, chase them and QA against our standards. When something's overdue with no comment, you're the one in their DMs asking what's blocking, with a deadline attached.

The clients. Delivery-side client communication: clarifying requests, chasing approvals and assets, running webinar and newsletter logistics, keeping clients informed without the founder in the loop. Clients deal with you for delivery; the founder for strategy.

The founder. He is the bottleneck on approvals — that's the honest reality of a founder-led agency. You manage the review queue, batch it, chase it with consequences attached ("if this isn't approved by Thursday, the send moves"). If managing your own boss sounds uncomfortable, stop reading. If it sounds like the missing piece of every PM job you've had — keep going.

The systems (the minority of the week, and it matters). Our stack is GoHighLevel, ClickUp, WordPress, Pabbly/n8n, AgencyPro. You don't need to be a master builder — but you need to be technical enough to administer GHL (contacts, workflows, calendars, sub-accounts), make small website updates without a developer, troubleshoot an automation, and write SOPs as processes stabilise. You'll work alongside AI tools daily to draft, document and automate.

You're probably a fit if:

You've spent 3+ years running delivery in an agency or multi-client environment — briefing specialists, chasing deadlines, managing clients — and you can tell us about specific projects you kept on the rails
You're a ClickUp (or Asana/Monday) power user who has actually run a team's board, not just your own tasks
You've administered a CRM — GoHighLevel ideally, or HubSpot/Keap/ActiveCampaign with confidence you'd pick GHL up fast
You're comfortable in WordPress for content edits and small fixes
You chase people — clients, teammates, the founder — directly, politely and relentlessly, and you ship work when an input is missing rather than letting a small blocker stall a whole deliverable
You use AI tools daily as working tools, not novelties
You're the person who notices the overdue task with no comment, the brief with no due date, the form with no success message

Bonus: GHL building experience (funnels, sequences), email marketing, basic analytics (GA4/Search Console), Shopify, SOP libraries you've written, regulated-industry experience (health, finance, pharma).

The deal: Independent contractor, 30–40 hrs/week, AUD $12–22/hr depending on experience. 13th-month pay after 12 months. 90-day trial with written goals at day 30, 60 and 90 — you'll know exactly what success looks like. Minimum 6 hours/day overlap with AEST, with the request channels monitored morning, midday and end of day. Long-term seat reporting directly to the founder.

How to apply — email ---------- with:

A note first: we use AI daily 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. Specifics, names, numbers and screenshots win.

Your CV.
Proof you've run a board. One screenshot from inside a ClickUp/Asana/Monday workspace you personally managed (blur client names), plus 3–5 sentences: how many people and projects it covered, and one thing you changed about how it ran.
Written answers — from your history, not a textbook:
Tell us about a deliverable that was about to miss its deadline because something was missing — an asset, an approval, an answer. What was missing, what did you actually do, and did it ship?
Tell us about chasing an approval from someone senior to you — who (role, not name), what was stuck, what did you actually say, and what happened?
Describe the messiest client request you've ever received. What did it say, what did you ask, and what did it become?
A 2–3 minute video (camera on for the intro, then screen share): 30 seconds on you — who you are, where you're based, what you're into outside work. Then walk us through a project or board you ran — show the actual thing on screen. Finish by answering this out loud, unscripted: it's Monday 9am, you've got 30 tasks across 6 clients, two are blocked on client assets, one deadline slips tomorrow, and the founder just Slacked you something "urgent" — talk us through your first hour.
Subject line: Delivery Ops Manager — [your name]