?‍? Operations Manager

Overview

? Project Managers & Operations Managers, Stop and read this job post!  ? ? ?

Hey all!  😀

Thanks for having us here on hiremymom.com and checking out our job post. We’re looking for an operations manager to assist us to create new systems and improve on the current ones. We’re a very systems-oriented marketing agency that loves making sure we have guides and checklists for all the work we do. We’re looking for someone that enjoys being organized and enjoys finding the little inefficiencies in systems and helping improve them. If you are someone that gets that satisfying feeling when you see things running according to plan then this is the job for you!

I’m super excited to meet you and learn more about how we can work together with a fantastic partnership.

– Sam Baldwin, CEO of Key PPC 🙂

Summary of this role:

• Job Title: Operations Manager
• Reports to: Sam (CEO)
• Probationary Period: 90 days from the start date
• Performance Review Date: 90 days from the start date
• Terms of Service: Working Full Time (up to 40 hours per week)
• Employment Status: Contractor
• Our website: keyppc.com
• Apply Here: https://forms.gle/5NZ4JLis4xBLeSm28

What does this role involve?

This position exists to assist the CEO with the build of the systems required to keep the business going. The CEO plans out the systems and the operations manager executes the plans and builds them, asking continuous questions to make sure we build the systems well.

What does the operations manager do? ?

1. Understands the process/systems involved in the delivery of our service, how we generate sales, how we hire new team members
2. Helps to map out the details of the systems (already mapped but needs optimizing)
3. Helps to build out the details of these systems (google sheets, templates, google doc guides)
4. Helps to build out and write the Standard Operating Procedures (SOPs) that direct the team on how to execute the different activities of the business
5. Ongoing management of the systems and improvements where necessary as we find areas of improvement.

III. Standards for the position: 

• Well-organized. Thrives on lists, setting clear goals and outlines, and measuring the work to get there.
• Love for efficiency. Enjoys finding the inefficient holes in a system and helping patch these up and creating more efficient systems that work with ease.
• Resourcefulness. Focus on solutions rather than problems.
• Initiative and forward-thinking. Seeking new solutions that are outside the box, creating systems that solve future problems before they occur.
• Commitment. Demonstrate an understanding and commitment to Key PPC, our goals and what we stand for.
• Self Motivation. A genuine desire to become an integral and important part of this team.
• Team player. Thinking of the whole and not putting yourself above others.

IV. Work requirements for the position: 

1. Designing and planning of systems
   1. Understanding the current systems
   2. Understanding the brief and vision for future systems
   3. Creating mindmaps and plans for future systems
2. Executing the build of new systems
   1. Creating the necessary google sheets, google docs, automations (zapier, asana, slack)
   2. Writing and organising the training docs on Trainual
3. Writing procedure docs (SOPs)
   1. Documenting the processes
   2. Creating procedure docs so the team can easily understand what needs to be done to carry out each task (SOPs)
4. Managing Projects
   1. Planning out the project builds in ASANA (project management)
   2. Setting due dates for different projects and tracking progress
5. Asking the right questions
   1. Interviewing Sam (CEO) and other team members
   2. Digging deep to understand the nature of the systems/processes

Behavioral Requirements for the position: 

• A strong tendency towards being task and systems-oriented
• Highly organized, disciplined, driven and energetic.
• Honest. Is comfortable being honest with the team (including CEO) when finding better ways to structure things (systems, processes, etc).
• Humble. Always being open to critical feedback, even when it is coming from a junior or another part of the business. Understanding that we are all learning, and the feedback we provide each other at Key PPC is never a personal attack, but because we all want to be better versions of ourselves.
• Responsible. Taking responsibility for the projects. Our default at Key PPC is ‘extreme ownership’ where leaders default to taking ownership themselves, taking responsibility themselves for actions, before blaming others.
• Learning and improvement. Being hungry for more knowledge, more skills, more experienced, and more strategies under your belt.
• Team player. We support each other and give each other the benefit of the doubt. We stand by our team and expertise and we don’t shift the blame when things go wrong. Our team members are often calling on other team members to look over strategies, results, tasks, to help each other succeed and improve.
• Pays close attention to directions and knows when to check-in or ask for assistance. Exercises excellent judgment in determining what can and cannot be efficiently accomplished prior to receiving approval/direction.
• Discrete and trustworthy with the sensitive firm and client information.

Some examples of the projects we’d love your help on!

• Improving our process for hiring new team members (helping standardize the forms, the interview questions, etc)
• Improving our sales system (helping create the google sheet to track the leads, making sure the team members are following up the sales emails, etc)
• Improving our Client onboarding questionnaire (making sure we ask the right questions and the marketing team can easily access this info)
• Improving our content system (helping make sure the writers are writing blogs, designers are designing and the blogs are getting published on our website)
• Managing our podcast (we’ve started a podcast and we need help managing the project as well as making sure all parts are running efficiently).
• Client review collection (we want to systemize how we collect reviews and feedback from our clients)
• Proposal process systemization (creating a clear process and guide for the sales team for how we create proposals)

We have these systems planned out and well understood. Your role will be to lead the execution of these systems (and more).

If you have any questions about this role, please don’t hesitate to send me an email at sam@keyppc.com. I can’t wait to meet you! 🙂

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Here’s the timeline for your progression in this role:

2 weeks 

• Reviewing the current systems, docs, processes (including our internal wiki)
• Meetings with Sam (CEO) to understand the current systems
• Develop a working knowledge of:The software we use (Frontapp, Adalysis, Karooya, Process.st)
• Our management process; how we manage marketing for clients
• Our hiring process – how we acquire new team members
• Our sales process – how we acquire new clients
• Our training process – how we train all team members
• Join our weekly team huddles so you can gain insight into how the team is run.
• Become familiar with Key PPC’s culture, vision and core service areas
• Identify areas of improvement for Key PPC’s processes and systems
• Identify areas of improvement for your own learning and knowledge and helping build out a plan for growth
• Set clear outlines of the projects to be built and the steps required for each project

2-3 weeks

• Begin executing the actions required to build out the planned projects

1-3 months 

• Delegating work to the team for help with systems building
• Writing necessary SOPs, building necessary systems
• Assisting hiring new team members required for building out processes/systems
• 90-day review of progress and plan for the next 90 days of growth

3+ Months 

• Main systems built for Key PPC, now the role is for maintaining/growing the systems and making them more efficient
• Managing the schedule of content and the whole content generation system.
• This involves helping schedule podcast interviews with guests, making sure content is being created by writers and designers and managing the schedule.

Apply Here: https://forms.gle/5NZ4JLis4xBLeSm28

Tagged as: hiring, operations, operations manager, project, project manager, systems