AI Operations Lead

We are a group of four companies hiring one exceptional person to run operations across the board using AI tools. You will build and operate the systems that enable each company to run efficiently. You will not replace functional managers or assume responsibility for people management.
ARC Group: In-office BPO teams (10+) for mid-sized US companies. No onboarding fees, no contract lock-in.
ARC Remote: Managed remote staffing for US small businesses.
Kipkeh Media: A WhatsApp media channel for the Orthodox Jewish community.
SetCo / ---------- : Business entity-formation services.
You will report directly to the Founder and work closely with our Chief of Staff. She builds the structures, systems, and trusted ground operations; you bring AI-powered execution, optimization, and intelligence. You offer complementary strengths, not a hierarchy.

CORE OPERATING PRINCIPLES

Read this carefully: This is a job for a professional who is exceptionally good at using AI tools, not someone who "uses ChatGPT sometimes." You will take entire workflows, lead generation, performance reporting, content planning, billing, and follow-ups, and rebuild them so one person with the right AI stack can do what used to take a team.
However, AI is a means, not the objective:
Impact over tools: We do not automate for automation’s sake. Every system you build must improve revenue, speed, accuracy, cost, visibility, or operational capacity.
Build before you automate: You don’t automate broken processes. First, understand the business objective, map the workflow, identify failure points, simplify the process, and then automate.
Human judgment: You know when NOT to automate. You understand where client relationships, management decisions, and executive judgment must remain human.

AUTHORITY & ESCALATION

You are expected to independently identify problems, recommend solutions, and implement approved operational improvements. You may modify systems and workflows within your area of ownership, but significant changes affecting clients, staffing, pricing, contracts, or company-wide processes require Founder approval.

PRIORITIES (In Order)

ARC Group Pipeline: This is the money. Build the machine that fills it.
ARC Remote: Systematize operations until the Founder only shows up for relationships and closing.
Kipkeh Operations: Manage the money workflow, creator direction, and performance intelligence.
NewLLC Automations: Set up processes alongside the Chief of Staff so we can hire an admin to handle client relations, billing, and upselling.

THE MANDATE

Process & SOP Automation: Automate and continuously improve operational workflows. Coordinate with the Chief of Staff and functional owners before materially changing established processes.
Data & AI Responsibility: You will handle sensitive business, client, and employee data. You must follow data-handling rules and never upload confidential information into an unauthorized AI platform.
Marketing: Our highest-leverage early win (see below).
Sales Support: Pipeline tracking, follow-up systems, and proposal/invoice workflows. (Closing stays with the Founder).
Recruitment: Help hire the roles behind you via screening support, structured interview workflows, and candidate tracking.
Management Oversight (Systems, not people): Build the intelligence layer our managers run on (dashboards, KPI tracking, staffing-ratio models). You make problems visible early with data. When systems flag a problem, you bring the data to the manager/Founder; they handle the human side.
Systems Design: Build workflows that don't break, with edge cases handled and clean, documented handoffs.
Data & Reporting: Turn raw, messy operational data into decisions (daily numbers, weekly analysis, forecasts).
Content Operations: Direct our on-camera creator with data-backed briefs outlining what to film, when, and why.
Billing & Invoicing: Build the money workflow from zero and run it.
Keep Up & Be Ahead: Your AI stack is never stale. You bring us tools and methods before we know we need them.

YOUR FIRST BIG WIN: BUILD OUR MARKETING ENGINE

Our Chief of Staff currently runs a manual email lead-gen motion for ARC Group (50–100 email s, no sequences, no A/B testing). It is time-consuming and inefficient. The stack is already paid for: Google Workspace + Instantly + Apollo + NeverBounce.
Your job: Turn it into a real pipeline machine.
Target: 500+ email s/week with proper sequences, A/B testing, AI-assisted personalization, tracked follow-ups, and a dashboard the Founder can read in 60 seconds.
Bonus: You will also run the support system behind the Founder's LinkedIn outreach.
The Audience: 50–250 employee companies in logistics/supply chain, medical offices, and voice agents (call centers).
The Offer: In-office BPO teams, no onboarding fees, no contract lock-in.
This is how we land our next BPO clients, and it is the single highest-leverage thing you can do in your first 60 days.

WHAT YOU'LL OWN

The Pipeline Machine: ICP list building, Instantly sequences, A/B tests, reply triage, follow-up automation, and weekly dashboards. The engine runs; you report the numbers.
ARC Remote Systematization: Map every workflow the Founder touches and pull them off his plate one by one until it runs day-to-day without him.
The Money Workflow: Advertiser roster, rate sheets, invoices generated from published logs, overdue tracking, and a Monday money dashboard.
Creator Direction: Turn weekly view data into specific daily shoot briefs backed by numbers, not vibes.
Performance Intelligence: Daily view-curve reports. Flag underperforming posts within hours. Deliver a one-page weekly "what's working" analysis to drive next week's plan.
Management Intelligence: Dashboards, alerts, and KPI tracking. You build the visibility; managers handle the people.
Founder's Daily Digest: One morning briefing covering yesterday's numbers, today's plan, and decisions needed.

MUST-HAVES
Demonstrable AI Expertise: LLMs (advanced prompting, custom agents), spreadsheet automation (complex formulas, Apps Script), data analysis, and workflow automation (Zapier, Make, n8n, etc.). We test this live—claims without proof will not pass.
Data Skills: Proven ability to build reports and dashboards from raw, messy data.
Lead-Gen Experience: Email outreach, list building, sequencing, and follow-up tracking (or a credible plan to build this fast).
Finance Systems: Experience building/running a billing/invoicing tracker (or the ability to design one from scratch in the interview).
Communication: Strong written English. Clear, brief, and structured asynchronous communication.
Availability: Full-time (40 hours/week), Philippines-based, on a steady, fixed schedule with US-morning (EST) overlap.
Exclusivity: No job stacking, no exceptions. This must be your only full-time job. No freelance clients or side gigs that compete for your hours or attention.
Professional Setup: 16GB+ RAM, backup internet, and backup power.

NICE-TO-HAVES
Media or content-operations experience.
Experience with remote teams across time zones.
Familiarity with Orthodox Jewish community norms (modesty and kashrus guardrails apply to our channel)—or a willingness to learn fast.

WHAT SUCCESS LOOKS LIKE

Day 14: Email engine is live (500+/week sending on Instantly with sequences and A/B tests). Baseline bounce/unsubscribe rates tracked. First sprint launched; LinkedIn support running. ARC Remote audit complete, with the first workflow pulled off the Founder's plate. Money workflow started. (Trial decision point: You must be performing at band level, or we part ways).
Day 30: Email engine at full volume. Focus shifts to quality metrics: positive reply rate, meetings booked, and cost/time per qualified opportunity. Reply triage and follow-up system operating with same-day turnaround. ARC Remote SOPs delivered. Creator working from your briefs.
Day 60: The engine runs on rhythm without babysitting. ARC Remote workflows are documented, handed over, and tracking measurable hour/cost reductions. Underperformer alerts firing same-day. You are spotting what's broken across the companies before anyone else does.
Day 90: ARC Group top-of-funnel and ARC Remote run without Founder involvement. Kipkeh workflows are humming. We are actively scaling your systems across all four companies.

COMPENSATION & TERMS

Pay: $400-$500/week, paid weekly via Wise.
Growth: Full-time, long-term. Exceptional performers grow fast here, with a clear path for compensation increases across the four companies.
Trial Terms: The first 2 weeks are a paid trial. You enter at a band based on your interview, and you have two weeks to prove it was real. If you are not performing at your band's level, we part ways fast and fairly.

HOW TO APPLY

To be considered, you must provide direct, publicly viewable links (Google Drive, iCloud, etc.) to the following:
Updated Resume/CV: Highlighting your AI experience and the tools you are familiar with.
System Specs Screenshot: Including RAM (16GB minimum preferred; if your system can be upgraded, please state this).
Internet Speed Test Screenshot: Showing primary and backup speeds in Mbps.
Workspace & Power Photos: Showing a dedicated quiet workspace, plus your UPS, power station, or generator.
2-Minute Loom Video (Screen Share): Walk us through ONE real workflow you automated with AI tools. Show the "before," what you built, and the "after." This must be a real example, not a tutorial. No Loom = no review.
Fast-Track Hiring Process:
Candidates who submit a standout Loom video will be highly considered and fast-tracked to an Initial Interview before taking the paid test task.
Candidates who pass the Initial Interview will complete our paid test task ($25 USD via Wise).
Candidates who advance from the test task to the final Founder interview will receive an additional $25 USD.