Operations Manager (AP)

Job description

Hiring: Full-Time Operations Manager - Remote 🚀 About the Client 🚀 🤖 An AI-driven business ecosystem – Building AI tools, marketing systems, and coaching programs that help entrepreneurs slash labor costs, save time, and build high-converting funnels. 🚀 $1M+ in subscription sales within months of launch – Their flagship AI business lab now carries a valuation of over $20M. 🌏 700+ entrepreneurs served globally – With documented success stories across a fast-growing, high-ticket client community. 🏆 Led by an award-winning founder – 13+ years in marketing and AI, an international keynote speaker, and a multi-award business competition winner. 🎤 Masterminds, bootcamps & live events – From virtual bootcamps to luxury in-person masterminds across the US. ⚡ Fast, ambitious, and growing – A high-energy team where speed, ownership, and excellence are the standard. 🌟 About WeAssist 💡 🌍 Led by a Founder Who Cares – Reef Colman built WeAssist to empower individuals and create meaningful opportunities that support families. ⚡ Fast & Purposeful Recruiting – We move quickly but prioritize long-term fit, stability, and growth over just filling roles. 🌎 Connecting Global Talent – With 100+ outsourced professionals and growing, we link top talent worldwide with thriving US businesses. ❤️ Giving Back Matters – From building schools to feeding the homeless, we believe true success means making a difference. 🤝 An Inclusive & Thriving Culture – Your skills and unique gifts matter. We create an environment where outsourced professionals don't just work—they grow. ⚒️ Key Responsibilities of the Operations Manager 📝 🧭 Cross-Departmental Operations & Quality Control 📊 KPIs, Performance & Team Accountability 💬 High-Volume Communication & Client Community Management 🛡️ Executive Support & CEO Time Protection 🎟️ Event, Bootcamp & Mastermind Logistics 🤖 AI Systems, CRM & Workflow Management Additional Information: Review this Doc first! How to Prepare for the Recruiting Process - 📢 Why Are They Hiring an Operations Manager? 🏢 Our client is hiring an Operations Manager to act as the CEO's right-hand operator and the integrator across every arm of the business — Sales, Marketing, Customer Success, and Product. The company is scaling quickly, with multiple projects running at once, and the leadership team is currently wearing too many hats. They need someone who can connect the departments, track what's happening, enforce quality and SOPs, and make sure priorities actually move forward — without needing constant direction. Over time, this person will own onboarding, accountability, and operational coordination so the CEO can focus on vision, product, partnerships, and growth. This is not a 9-to-5 role; it's a high-trust, high-impact seat with a real path toward a COO-level role. If you're a fast-moving, highly organized operator who thrives in startup energy, loves building structure out of chaos, and takes full ownership of results—this role could be a great fit for you. ✨ ✅ Qualifications: Must-Haves: 🧭 Senior Operations Leadership in the Right Industry – You’ve worked as an Operations Manager, Integrator, COO, or Senior Operator at a fast-growing Software/SaaS, AI startup, info-product, coaching/education, or bootcamp/cohort/course business, or in a similar industry. ⚡ Ultra-Fast Execution & Bias for Action – You think fast, act fast, and complete tasks in minutes—not hours—without needing hand-holding. 🗂️ Exceptional Organization – Able to track and process hundreds of daily communications and moving parts without dropping details. 📱 High Availability & Responsiveness – Comfortable with an extended workday, mobile responsiveness across time zones, and Saturday coverage. 💪 Confident, Assertive Leadership – Comfortable following up, enforcing SOPs, holding people accountable, and resolving client disputes. 🗣️ Excellent Spoken & Written English – Direct, clear, and confident on client-facing calls, video meetings, and written channels. 🧠 Tech & CRM Literacy – You understand CRMs, automations, and AI tools well enough to manage technical team members (no coding required). 🙌 No-Ego Mindset – Happy to switch between high-level operational leadership and hands-on executive assistance whenever the business needs it. Nice-to-Haves: 🎟️ Event & Cohort Experience – Prior experience running virtual or in-person cohort events, bootcamps, or masterminds. 💬 High-Ticket Client Communications – Experience managing premium client communities on Slack and WhatsApp. 🛂 Travel-Ready – A valid passport (and US visa) for potential occasional travel to US-based events. Responsibilities of the Operations Manager: Your responsibilities include: 🧭 Cross-Departmental Operations & Quality Control Act as the CEO's right-hand operator, owning day-to-day execution across Sales, Marketing, Customer Success, and Product Work hands-on with department leads to keep teams, projects, and priorities aligned Own and optimize company-wide SOPs, processes, and systems Oversee setter and closer activity, monitoring responsiveness, speed-to-lead, and follow-up protocols Enforce Customer Success SOPs and audit client response quality and resolution speed Step in immediately when operational breakdowns happen—identify bottlenecks and fix them fast 💬 High-Volume Communication & Client Community Management Monitor, organize, and process 500 to 1,000+ daily messages across internal channels and client groups Oversee communications for 1,000+ high-ticket clients across multiple online communities Stay responsive on Slack and WhatsApp (phone and laptop) across Australian and US time zones Maintain clean tracking systems and notes so no client inquiry or action item is missed 🛡️ Executive Support & CEO Time Protection Protect the CEO's time by taking routine troubleshooting, follow-ups, and coordination off her plate Support the CEO with administrative and travel logistics, including flights, hotels, venue scouting, calendar alignment, and meeting notes Call clients directly to resolve escalations and service disputes with confidence Represent the brand on partnership, business development, and vendor calls—gathering intel and taking detailed notes 🎟️ Event, Bootcamp & Mastermind Logistics Coordinate around 6 major events per year, including 3-day virtual bootcamps and in-person masterminds Manage cohort schedules, attendee communications, onboarding, and workshop materials Oversee end-to-end venue, catering, and attendee logistics for US-based luxury masterminds Track participant accountability across workshops and cohorts Travel to US-based events when required (frequency depends on location) 📊 KPIs, Performance & Team Accountability Define, track, and optimize KPIs across all departments Run weekly performance reviews and operational check-ins Proactively follow up with team members throughout the day so nothing slips Book calls immediately when team members are unresponsive or behind on deadlines Use data to drive decisions, improvements, and prioritization 🤖 AI Systems, CRM & Workflow Management Work inside the company's internal AI operating system—the central hub for project management, fulfillment, and reporting Oversee operational data and customer journeys in GoHighLevel, Skool, Circle, and Wistia Understand automation workflows (Zapier, , Claude, ChatGPT) well enough to manage technical team members and evaluate system health Leverage AI to work faster—from organizing spreadsheets to building reports 🏗️ Systems Building & Future Scope Build and refine client onboarding workflows, tracking systems, and accountability protocols Collaborate with department leads to optimize performance metrics and automated reporting dashboards Grow into a true COO-level role as the business scales 🏡 Want to Know More About the Client? Our client is an AI-driven business ecosystem on a mission to impact 1 million entrepreneurs by making business simple, scalable, and sustainable—even for those with zero tech or marketing experience. Their suite of offerings includes a subscription-based AI business lab, a proven AI marketing framework, an AI marketing agency, a 10-week AI accelerator for SMEs, elite masterminds, live events, and custom AI tools. Clients use their systems to build high-converting funnels, cut labor costs with AI, and generate consistent high-ticket revenue. Founded by a marketing and AI leader with 13+ years of experience working alongside some of the most recognizable consumer brands, the company hit $1M+ in subscription sales within months of launch and now carries a $20M+ valuation, serving 700+ entrepreneurs worldwide. It's a fast-paced, high-standards environment where you'll work directly with the founder and see the impact of your work every single day. 🌟 Culture and Core Values: This is a team that moves fast, communicates directly, and holds itself to an exceptionally high bar. Leadership is energetic, loyal, and deeply invested in people who take real ownership. 🛡️ Protect the CEO's Time at All Costs – The #1 culture rule: handle what you can so leadership can focus on growth. ⚡ Speed & Directness – Action over contemplation; fast, concise, no-fluff communication. 🔎 Proactive Ownership & Resourcefulness – Find the answer in the CRM or Slack before escalating—never wait for orders. ✅ Extreme Organization & Quality Control – Uncompromising standards, because the details matter. 🧠 Continuous Learning & AI Mastery – Always learning, always leveling up with the latest AI tools. If you love speed, ownership, and being surrounded by ambitious people, you'll feel right at home here. 💯 What's in it for you? Joining this client means not just filling a role but embarking on a personal development journey. The growth potential is substantial, with opportunities to: 📈 Path to COO – A real opportunity to grow into a COO-level role as the company scales. 🎓 World-Class Professional Development – Sponsorship for elite industry training and weekly internal AI masterclasses. 🤖 Free Elite AI Mastermind Access – Full access to the company's premium AI mastermind program. 🤝 High-Level Networking – Exposure to top-tier entrepreneurs at luxury masterminds and live events. ✈️ Travel Perks – Travel expenses covered for US events and luxury retreat accommodations. 🧠 Learn from a Leading AI Marketer – Work directly with a founder who's at the forefront of applying AI to business. 🌴 Daily Flexibility – Work is spread across time zones, so you have freedom during the day as long as you stay responsive. Your next big opportunity starts here—ready to take the leap? 🚀 🫥 WeAssist: 😌 (Not your average Recruiting Firm…) Started by Reef Colman just six years ago, is not your typical staffing agency... We are a dynamic recruiting firm focused on creating fair opportunities in the business world. We have a team of over 100 people. We help US businesses find skilled remote workers and connect these workers with good employers. What makes us different is how much we care about our people! We give good benefits, support personal growth, and get involved in the community. We also support good causes like building schools, helping the homeless, and improving education. Come join us at WeAssist, where remote workers do their best! Perks: 13th Month Bonus (Wild right?! 🤯) Permanent work-from-home / remote set-up 🌴 Health insurance 🧑‍⚕️ Dental insurance 🪥 Mental health insurance 🧠 Great starting salary 💰 Growth opportunity 📈 Performance-based raises 💸 Prizes and bonuses 🏆 Specifics: Time ⏰ Full-Time, 6 Days Per Week, Minimum 10 Hours/Day – This is NOT a traditional 9-to-5 or 5-day role. You’ll work 6 days a week and stay highly responsive throughout waking hours (approx. 6:00 AM – 7:00 PM). Shift is aligned to AEST (Australian Eastern Time). 🌏 Philippines-Based Candidates: shift starts no later than 3:00 AM Manila time, with 4–6 hours of Saturday coverage. 🌎 LATAM-Based Candidates: shift starts no later than 9:00 AM EDT, with a couple of hours of Sunday coverage. 📱 Mobile Responsiveness: constantly watching Slack and WhatsApp on your phone. 💻 Focused Laptop Blocks: computer time is for meetings, GoHighLevel audits and spreadsheets. 🚀 Launch Periods: expect more hours during launches, including weekends. Miscellaneous Attire - business casual when in meetings Professional setup Clean background Good camera Good microphone Strong wifi Tech Stack 📇 GoHighLevel (GHL) CRM 💬 Slack 📱 WhatsApp 👥 Skool & Circle (community platforms) 🎥 Wistia 🤖 ChatGPT & Claude ⚙️ Zapier & (understanding, not building) 📊 Google Sheets / Spreadsheets