Operations & Admin Manager

Part-time · 10 hrs/week (with room to grow) · Contractor · Remote

About us

We are an OBM and systems consultancy helping service-based business owners fix their backend chaos, build scalable systems, and reclaim their time. We're a small, expert remote team and we move fast. We need someone who can keep up.

The role

We're looking for an Operations & Admin Manager to be the backbone of our internal operations. You'll own our project management system, keep our workflows tight, support our marketing execution, and eventually help us deliver operational audits for our clients, with full training from us.

This is not a task-ticker role. We need someone who sees what needs to happen before being told, communicates without being chased, and genuinely loves building order out of chaos.

This role starts at 10 hours per week. As the business grows, so does this role. The right person needs to be open to increasing their hours over time. This is a long-term position with room to grow, not a short-term gap fill. If you're looking for something casual and capped, this isn't it.

What you'll be doing

• Owning and maintaining Asana and Airtable: tasks, owners, deadlines, always up to date
• Creating and managing SOPs + Customer journeys with our training
• Following up with leads and moving them through our pipeline
• Supporting marketing execution: social media scheduling and email campaigns
• Capturing action items from team and client calls
• Preparing monthly status updates and presentations for the CEO
• Onboarding new team members
• With training, supporting operational audits for our clients
• Project and Team management 
• Ad hoc admin support

You're a fit if you

• Have 3+ years in operations, admin, or project coordination, ideally in a digital agency or online service business
• Are fluent in English: written, spoken, and comfortable on camera
• Have hands-on email marketing experience (built and sent campaigns, not just theory)
• Have worked with a CRM: Dubsado, ActiveCampaign, or similar
• Have a proven track record of long-term commitment; we want to see roles held for 12+ months
• Are available during AEST business hours (required, please don't apply if this isn't you)
• Communicate proactively; you flag problems before they become problems, and you never go quiet
• Highly organised: proactively manage their own workload without being chased
• Comfortable working independently with minimal supervision

Communication expectations

This role requires proactive, consistent communication. No chasing, no silence.

• Respond to Slack messages within a few hours during agreed working hours/ same day at minimum
• If you're stuck, behind, or something's not working, flag it before it becomes a problem, not after
• Come to the weekly meeting prepared with a status update on all active projects, no prompting required
• If you need to step away, reduce hours, or the role isn't working for you, say so early. A hard conversation is always better than going quiet
• Radio silence is not acceptable. If we haven't heard from you, we'll follow up once, and that's a red flag

Tools we use

Core: Airtable, ActiveCampaign, Zapier, Dubsado, Kit

Nice to know: Asana, Slack, Google Workspace, LucidChart, Claude

What we offer

• Flexible remote work with real autonomy
• A growing business, your role grows with it
• Training in our methodology and client audit process
• A small team that respects your time and your work