Role: Operations Manager - Client Delivery

Location: Remote (LATAM)

Rate: $3,500–$4,000/month

Benefits: PTO and Holiday Calendar

Company: Agency Operators

The Situation

Agency Operators is scaling Fractional COO delivery across 10-12 active clients. The founder currently handles all client delivery execution - building deliverables, post-meeting follow-ups, admin coordination, and AI-driven document creation - alongside strategic coaching and sales. This creates a capacity ceiling that limits both client quality and new client acquisition.

The Opportunity

Hiring a full-time Operations Manager with deep performance marketing agency experience allows the founder to stay in the strategic seat - coaching, selling, and developing the business - while a senior operator runs the delivery machine. This role owns the entire execution layer: building client deliverables using AI and templates, managing post-meeting workflows, coordinating timelines, and ensuring every client touchpoint is handled at a premium level.

This role is the difference between a founder-dependent consultancy and a scalable operating company.

ROLE OVERVIEW  

The Role in 3 Sentences:

• The Operations Manager owns end-to-end client delivery execution for Agency Operators' Fractional COO engagements.
• You are responsible for transforming coaching session insights into polished deliverables, managing all post-meeting workflows, and ensuring 10-15 agency clients receive premium-grade operational support without the founder touching execution.
• Success in 90 days means the founder's calendar has zero delivery tasks on it and client NPS is above 9.

This is NOT an entry-level PM role. This is a senior operator who has run delivery at a performance agency and is ready to own the machine.

KEY RESPONSIBILITIES

Client Deliverable Execution

• Build all client-facing deliverables using AI tools (Claude), templates (Power Point, Premium Docs), and the Agency Operators framework library
• Create all Client Deliverables and Audit presentations
• QA every deliverable for accuracy, formatting, and alignment with client context before delivery
• Maintain and improve the template library and AI skill prompts based on recurring deliverable patterns

Post-Meeting Workflow Management

• Review tasks after each client call to create deliverables for
• Draft and send post-meeting recap emails within 24 hours
• Update client records in ClickUp with meeting notes, status changes, and next steps
• Flag any client concerns, risks, or escalations to the founder immediately

Client Communication and Coordination

• Manage all operational client communication - scheduling, document delivery, follow-ups, and status updates
• Own the client onboarding checklist and ensure new clients are fully set up within 48 hours
• Prepare pre-meeting briefs for the founder before each coaching session

Admin and Operational Infrastructure

• Manage the Agency Operators ClickUp workspace - task tracking, client boards, and delivery pipelines
• Maintain the Obsidian knowledge base with updated client profiles, frameworks, and SOPs
• Run weekly delivery audits to ensure nothing is falling through the cracks
• Build and refine SOPs for every repeatable delivery workflow
• Manage/update n8n automations (not required)

Performance Marketing QA Layer

• Review client-facing deliverables through a performance marketing lens - making sure they are accurate and current
• Catch errors in financial models, pod structures, and comp plans that require channel-specific knowledge
• Provide context on industry norms when building hiring scorecards, salary benchmarks, and role definitions for agency clients

What This Role Does NOT Do

• Lead client coaching or strategy sessions (that's the founder)
• Sell or close new clients
• Make strategic decisions about client engagements without founder sign-off

If you want to be the strategist in the room, this isn't the role. You run the machine. The founder runs the brain.

First 90 Days

1. Full Delivery System Onboarding

Learn every deliverable type, template, AI workflow, and client context. Be able to independently produce any standard deliverable by Day 30.

2. Founder Extraction Plan

Systematically take over every delivery task the founder currently handles. Document each handoff with a checklist and QA process. Target: founder at zero delivery hours by Day 60.

3. SOP Library Build-Out

Document every repeatable process into a versioned SOP. Cover deliverable creation, post-meeting workflows, client onboarding, and QA checklists.

Ongoing (Post-90 Days)

5. AI Workflow Optimization

Continuously improve Claude prompts, template outputs, and n8n automations to reduce deliverable creation time by 20%+ quarter over quarter.

6. Scalability Infrastructure

Build the systems that allow Agency Operators to go from 12 to 20+ clients without adding headcount - better templates, smarter automations, tighter processes.

7. Client Experience Upgrades

Identify friction points in the client journey and propose improvements - faster turnarounds, better formatting, proactive updates, higher-touch communication.

SKILLS, TRAITS & COMPETENCIES  

Must-Haves

• Agency Operations (5+ yrs at a performance agency)
• Performance Marketing Fluency (paid & creative - required, retention - helpful but not required)
• AI Tool Proficiency (Claude, ChatGPT, or similar)
• Project Management Systems (ClickUp, Asana, Monday)
• Written Communication
• Document/Presentation Creation
• Process Design and SOPs
• Proactive Problem Identification

Nice-to-Haves

• Experience at a DTC / ecommerce agency specifically
• Familiarity with Obsidian, n8n, or similar knowledge/automation tools
• Has worked directly with a founder or CEO in a delivery support capacity
• Experience building or managing Power Point or programmatic document generation
• Background in retention/email marketing (Klaviyo, Attentive, etc.)

30 / 60 / 90 DAY MILESTONES  

Day 30 - Full Proficiency

• Independently produce all standard deliverables using AI and templates
• Process post-meeting workflows for all 10-12 clients without founder review
• Own the ClickUp workspace and maintain accurate client status for every engagement
• Completed full onboarding to Obsidian knowledge base, Claude skills, n8n automations, and PowerPoint system
• Delivered first round of client deliverables that pass founder QA at 90%+ first-pass rate

Day 60 - Optimization

• Founder is at zero delivery hours per week - all execution handled independently
• First-pass approval rate at 95%+ consistently
• Post-meeting recaps going out within 12 hours (beating the 24-hour target)
• SOP library is 75%+ complete for all repeatable workflows
• Identified and proposed at least 3 process improvements or automation opportunities
• Client satisfaction scores stable or improving across the book

Day 90 - Mastery

• Complete SOP library documented and version-controlled
• AI workflow optimizations have reduced average deliverable creation time by 20%+
• Client NPS at 9+ average across all engagements
• Scalability systems in place to support growth from 12 to 20 clients
• Proactively managing the client book - flagging risks, suggesting improvements, anticipating needs before the founder asks
• Ready to begin training junior support if needed