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Online Business Operations Specialist
Overview
About Us
We’re a remote company that helps online business owners and digital entrepreneurs scale with structure by installing a Growth Operating System inside their business.
We’re looking for an Operations & Systems Coordinator who can not only manage processes — but build them. You will be responsible for implementing and maintaining the operational backbone of the business: workflows, automations, SOPs, client delivery systems, project tracking, and day-to-day execution.
This is not an administrative role.
It’s a technical operations position where you:
- execute tasks directly,
- maintain and improve systems,
- ensure deliverables move on time,
- support client onboarding and fulfillment,
- optimize workflows as the company grows,
- and help the CEO stay focused on strategic priorities.
You are the person who keeps operations clean, organized, and efficient. You ensure nothing falls through the cracks — because you own the process from setup to completion.
Why This Role Is Different
This is not an administrative assistant role. You will:
Execute operational tasks directly — not just track them.
Own systems and workflows — ensure they are organized, accurate, and optimized.
Implement processes and improvements that make the business run more efficiently.
Anticipate needs, solve problems, and remove roadblocks before they escalate.
If you thrive in a fast-paced, online business environment, love systems, and take pride in seeing tasks completed correctly and efficiently, this role is for you.
Key Responsibilities
Execution & CEO Support
- Conduct daily check-ins with the CEO to review priorities and task lists.
- Personally complete and follow through on key operational tasks, such as:
- Updating client scorecards, documents, spreadsheets, and dashboards, Drafting emails, preparing reports, and uploading materials
- Scheduling, confirming, and coordinating meetings and deliverables
- Keep the CEO organized and focused, anticipating needs and clearing roadblocks.
- Manage inboxes, calendars, and communication channels to maximize productivity.
Client & Team Operations
- Translate client meeting notes and transcripts into actionable, assigned tasks.
- Prepare, update, and execute weekly client agendas and scorecards.
- Ensure client deliverables are completed on time — sometimes executing or assisting directly.
- Communicate with team members to maintain seamless workflow and accountability.
Systems & Process Ownership
- Maintain clean, actionable workflows in ClickUp, Asana, and other project tools.
- Build, implement, and update SOPs, process documentation, and recurring task templates.
- Implement and maintain tech tools, including Keap, Leadpages, Google Workspace, Vimeo, Zoom, Calendly, and Go High Level.
- Identify inefficiencies in systems and workflows, implement solutions, and document improvements.
Who You Are
- 2+ years of remote experience in operations, systems management, or an online business environment.
- Tech-savvy and confident with ClickUp, Asana, Google Workspace, and Slack. Hands-on experience in Keap, Leadpages, or GHL is a strong plus.
- Highly proactive — you see what needs to be done and take initiative to make it happen.
- Comfortable managing up — keeping the CEO accountable in a professional, collaborative way.
- Strong organizational skills with the ability to prioritize competing tasks.
- Calm under pressure, adaptable to shifting priorities, and focused on problem-solving.
- **Identify opportunities to simplify or automate recurring tasks — then implement the solution.**
What Success Looks Like
- Tasks are completed accurately and on time with minimal follow-up.
- The CEO starts each day organized, focused, and ready to execute high-impact priorities.
- Client deliverables move forward on schedule with accountability visible across the team.
- Systems and workflows are maintained, optimized, and documented.
- You are recognized as the go-to person for operations and workflow execution, anticipating needs and solving problems before they arise.
Tech Stack
Google Workspace · Slack · ClickUp · Asana · Keap · Leadpages · Vimeo · Zoom · WordPress · Otter.ai · Calendly · Go High Level
Required: Hands-on experience using these tools to manage workflows, automate processes, and execute tasks.
Compensation & Growth
- $26–$28/hour, depending on experience.
- 20 hours per week, with potential for increased hours and long-term growth.
- Contractor for first 90 days, with potential to convert to employee status.
- 100% Remote – work from anywhere.
Assessment Questions
Please include written responses to the following with your application:
- Proactivity & Initiative: Describe a time when you saw an operational problem and took action to fix it. What was the outcome?
- Execution & Task Ownership: Provide an example of a task or process you managed end-to-end. How did you ensure it was completed accurately and on time?
- Tech & Systems: Which tools from our stack (or similar) have you used hands-on to execute workflows, automate tasks, or manage projects?
- Managing Up: How do you hold leadership accountable for tasks or priorities without overstepping?
- Attention to Detail: Share an example where your attention to detail prevented a mistake or improved a process.
- Success Alignment: Based on our “What Success Looks Like” section, which outcome are you most confident you can deliver within your first 60 days, and how?
- Commitment & Fit: Why does this role excite you, and how does it fit into your long-term career goals?