Client Ops Associate

Full Time | Remote | Reports to Head of Ops/Delivery | EST Time Zone

About the company

CivSav is a digital marketing agency built specifically for agriculture and heavy machinery companies across the USA. We run SEO, Google Ads, Meta advertising, and email/lifecycle marketing (Klaviyo) for a growing roster of ag clients. We're a lean, fast-moving team — not a big-agency bureaucracy — and we're scaling from a strong client base toward 100+ accounts without losing the quality that got us here.

We're also a team that leans into new tools and AI, and we want people who are genuinely curious about where all of it is headed.

About the role

We're hiring a Client Ops Associate to be the operational backbone of our client relationships. This is not a call-center support role and it's not a senior strategist role — it's the seat where someone proves they can be trusted with a client relationship, and grows from there.

You'll start by making sure nothing falls through the cracks: onboarding new clients, keeping tabs on what's been delivered versus what's been promised, and handling the day-to-day questions clients have. If you're good at this — organized, calm under pressure, and someone clients trust — this role is the direct path to owning a full book of clients as a Key Account Manager.

We are deliberately hiring this as an assistant-level role with a real growth path, not a dead-end support job. The person we hire in twelve months should look nothing like the person we hire today.

What success looks like
New clients are onboarded smoothly: accounts and access collected without chasing, kickoff calls run on time, nothing missed.
Clients get fast, clear answers to routine questions, and you know exactly when something needs to go to a specialist or to leadership instead of you handling it yourself.
Nothing executed for a client goes untracked. If someone asks "where are we on X client," you have the answer in under a minute.
You build a track record of good judgment — knowing what you can d ---------- on your own and what needs a second opinion — that earns you more client ownership over time.
Key responsibilities
Customer support
First point of contact for routine client questions and requests.
Follow a clear escalation path: technical issues to the relevant specialist, anything involving expectations, money, or a frustrated client to your manager.
Keep client communication professional, timely, and honest — we do not overpromise to make a moment easier.
Onboarding
Run new clients through our onboarding process: collecting domain, ad account, Klaviyo, and analytics access. Onboarding clients on Meta and GHL.
Schedule and run kickoff calls using our onboarding playbook.
Make sure every new client is fully set up and hands off cleanly to the delivery team.
Project management assistance
Track what's been executed for each client across SEO, ads, email, and web — using our shared tracking system.
Flag work that's stalled or at risk before it becomes a client complaint.
Keep a clear, current record any manager can check without needing to ask you directly.
Growth path
Months 0–3: support, onboarding, and tracking, fully trained on our systems, all client-facing work reviewed before it goes out.
Months 3–6: independently own a small group of standard-tier clients — ongoing check-ins, reporting, routine decisions — with regular check-ins with your manager.
Months 6–12+: full ownership of an assigned client roster as a Key Account Manager, with review shifting to spot-checks and true escalations only.

Progression is based on demonstrated judgment and reliability, not just time served.

About you — required
Excellent written and verbal English communication.
Highly organized — you naturally track details without being told twice.
Comfortable talking to clients directly, including when a conversation is a little uncomfortable.
AI-savvy and genuinely interested in AI — you keep up with what it can do and you're smart about where it actually helps.
Genuinely ambitious about growing into a client-ownership role, not just looking for a support job.
Reliable internet, quiet workspace for client calls, and availability during US business hours.
About you — preferred

Marketing agency experience is a real advantage here. If you've worked in a marketing or digital agency before — client success, account coordination, or delivery — you'll have a meaningful head start. You'll already understand the rhythm of juggling multiple clients, the difference between what's promised and what's delivered, and how to keep a client calm while specialists do the work behind the scenes. It's not a hard requirement, but candidates who've lived in an agency environment will move through our growth path faster.

Beyond that, the following help:

Prior experience in customer success or account coordination.
Familiarity with basic digital marketing concepts (you don't need to run SEO or ads, but you should be able to follow a conversation about them).
Familiarity with GHL and Meta Business Suite.
Experience with a task-tracking tool (ClickUp, Jira, spreadsheets, or similar).
How to apply

We read every application carefully, and we pay close attention to how instructions are followed — it tells us a lot before we ever get on a call.

Send us a message through this platform. In it, include the following, in order:

Your first sentence must be your headline: "Hi, I'm YOUR NAME from CITY/COUNTRY and I'm applying for the Client Ops Associate role."
Three sentences on the most relevant experience you have for this specific role.
Three sentences on a time you had to stay organized while juggling multiple people's expectations at once — what happened, and how you kept it from falling apart.
Three sentences on where you want to be in two years, and why this role is a step toward that.
Your name, email, and phone number.
In one sentence: what's the single best thing AI has brought to the way you work?
A short Loom video (2–3 minutes) telling us why you're a good fit for this role.
Loom is free — sign up at ---------- , record straight from your browser, and paste the shareable link in your message (set so anyone with the link can view).
Keep it under 3 minutes. We're looking at how you communicate and think on your feet, not production quality.

Attach your current resume or CV.

Candidates who follow these instructions completely move to the next stage, which includes a short scenario exercise designed to show us how you think under a bit of pressure — not to trick you, but to make sure we're both confident before we ever put you in a room with a client. Please note that we are US based company and the working hours will be in the EST time zone.