Operations Manager/Project Manager

FunnelKween® is a digital growth systems company that helps expert-led brands, entrepreneurs, coaches, consultants, agencies, and growth partners build and operate the backend infrastructure required to execute and scale their revenue-generating campaigns.

Our work extends beyond simply building funnels.

Through **The KWEEN Digital Growth OS™**, we architect, build, connect, operate, and optimize the systems behind webinars, summits, challenges, high-ticket offers, digital products, CRM automation, AI-powered workflows, client portals, and customer experiences.

We operate in a fast-moving environment where multiple client campaigns, technical builds, creative assets, automations, deadlines, and team members must work together.

We are hiring an **Operations & Project Manager** to bring structure, accountability, visibility, and execution discipline across those moving pieces.

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# THE ROLE

The Operations & Project Manager is responsible for turning strategy into organized execution.

You will serve as the operational bridge between the Founder, internal team members, contractors, and client projects.

When a new campaign, funnel, webinar, automation, client initiative, or internal project is approved, your responsibility is to ensure that:

* The project is properly scoped.
* Deliverables are identified.
* Tasks and subtasks are created.
* Responsibilities are assigned.
* Dependencies are identified.
* Deadlines are established.
* Required assets are collected.
* Team members understand what they are responsible for.
* Progress is monitored.
* Bottlenecks are surfaced early.
* Deliverables are reviewed before being considered complete.
* The Founder has visibility without having to chase the team.
* Clients receive organized communication when appropriate.
* Projects move from strategy to completion.

Your job is not simply to ask, **“Is the task done?”**

Your job is to know:

**What needs to happen next, who owns it, what could block it, when it needs to be completed, and whether the completed work actually meets the project requirements.**

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# PRIMARY OBJECTIVE

Create an operating environment where the Founder does not have to personally manage every deadline, follow-up, handoff, task, and team member for projects to move forward.

The Founder should be able to establish the strategy and direction while the Operations & Project Manager takes ownership of coordinating execution.

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# KEY RESPONSIBILITIES

## 1. PROJECT PLANNING & EXECUTION

Take approved initiatives and convert them into clear execution plans.

This includes projects such as:

* Funnel builds
* Webinar campaigns
* Challenges
* Summits
* Masterclasses
* Product launches
* Membership launches
* High-ticket campaigns
* CRM implementations
* Automation projects
* AI workflow implementations
* Client onboarding systems
* Client portals
* Digital product launches
* Internal company initiatives

For every project, you should be able to establish:

* Project objective
* Scope
* Deliverables
* Milestones
* Tasks
* Subtasks
* Dependencies
* Owners
* Priorities
* Due dates
* Approval requirements
* Launch dates
* Testing requirements
* Completion criteria

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# 2. DAILY TEAM MANAGEMENT

Manage the operational rhythm of the team.

You will:

* Review active projects daily.
* Monitor overdue and upcoming tasks.
* Confirm team priorities.
* Follow up on incomplete work.
* Reassign or escalate tasks when necessary.
* Identify workload conflicts.
* Ensure team members understand their assignments.
* Keep projects moving without waiting for the Founder to intervene.
* Track commitments made during team meetings.
* Hold team members accountable for deadlines.
* Confirm completion rather than assuming completion.

You must be comfortable respectfully asking:

**“What is blocking this?”**

**“What do you need to complete it?”**

**“When will this actually be finished?”**

And then following through.

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# 3. CAMPAIGN OPERATIONS

Many of our projects involve revenue campaigns.

You will coordinate the operational execution behind:

* Webinars
* Challenges
* Summits
* Workshops
* Masterclasses
* Product launches
* High-ticket enrollment campaigns
* Promotional campaigns

This may involve coordinating:

* Registration pages
* Confirmation pages
* Checkout pages
* Upsells/down-sells
* Email campaigns
* SMS campaigns
* CRM workflows
* Calendars
* Zoom/webinar links
* Communities
* Client portals
* Applications
* Pipelines
* Tracking
* Creative assets
* Videos
* Copy
* Automation
* Integrations
* Testing
* Launch schedules

You do not need to personally build every technical component.

You DO need to understand the project well enough to know what needs to be built, who is responsible for it, how the pieces connect, and whether we are on schedule.

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# 4. PROJECT MANAGEMENT SYSTEM OWNERSHIP

You will maintain our internal project and task management environment as the operational source of truth.

This includes:

* Creating projects.
* Creating tasks and subtasks.
* Assigning owners.
* Establishing deadlines.
* Updating statuses.
* Documenting requirements.
* Maintaining project notes.
* Tracking dependencies.
* Flagging blocked tasks.
* Tracking approvals.
* Maintaining project timelines.
* Closing completed projects properly.

Our project management system should accurately reflect what is happening in the business at all times.

A team member should not have to attend every meeting to understand the current state of a project.

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# 5. MEETING-TO-EXECUTION MANAGEMENT

Meetings must result in execution.

You will help ensure that decisions made during:

* Client calls
* Strategy calls
* Team meetings
* Campaign meetings
* Technical meetings
* Founder meetings

are translated into actionable work.

Following meetings, you may be responsible for:

1. Reviewing meeting notes or recordings.
2. Identifying decisions.
3. Extracting action items.
4. Creating tasks.
5. Assigning owners.
6. Establishing deadlines.
7. Updating relevant project documentation.
8. Following through until completion.

Important decisions should not disappear inside meeting recordings or chat messages.

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# 6. CLIENT PROJECT COORDINATION

You will support the operational side of client relationships.

Depending on the account, this may include:

* Monitoring client deliverables.
* Tracking client approvals.
* Requesting missing assets.
* Coordinating onboarding.
* Maintaining project timelines.
* Preparing project status updates.
* Documenting scope.
* Tracking requests.
* Managing revisions.
* Coordinating internal execution.
* Following up on outstanding client responsibilities.
* Escalating scope or timeline concerns.

You should be able to communicate professionally with clients without creating unnecessary dependency on the Founder.

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# 7. ASSET & APPROVAL MANAGEMENT

Projects frequently depend on assets from clients, the Founder, designers, copywriters, or technical team members.

You will maintain visibility over:

* Copy
* Photos
* Videos
* Logos
* Brand assets
* Testimonials
* Offer information
* Pricing
* URLs
* Login/access requirements
* Zoom links
* Calendar links
* Email/SMS copy
* Creative assets
* Approval requests

You must identify missing assets **before they become launch-day emergencies.**

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# 8. QUALITY ASSURANCE

“Completed” does not automatically mean “approved.”

Before major deliverables or campaigns are considered ready, you will coordinate QA.

Depending on the project, QA may include checking:

* Links
* Forms
* Buttons
* Mobile responsiveness
* Automations
* Tags
* Pipelines
* Email triggers
* SMS triggers
* Calendars
* Checkout processes
* Payment links
* Redirects
* Confirmation pages
* Webinar access
* Client access
* Community access
* Naming conventions
* Spelling
* Brand consistency
* Required assets
* Tracking

Technical specialists may perform deeper technical testing, but you are responsible for making sure testing actually happens and issues are resolved before launch.

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# 9. SOP & PROCESS DOCUMENTATION

Help us turn repeatable execution into documented operating procedures.

You will help document processes for recurring activities such as:

* Client onboarding
* Campaign setup
* Webinar launches
* Funnel deployment
* QA
* Client approvals
* Team handoffs
* Asset collection
* Launch preparation
* Post-launch review
* Client offboarding
* Internal task management

When we develop a better way of doing something, that knowledge should become part of the company—not remain inside one person's head.

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# 10. OPERATIONS MANAGEMENT

Beyond individual client projects, you will help improve how the company itself operates.

This includes:

* Identifying operational bottlenecks.
* Improving workflows.
* Clarifying responsibilities.
* Reducing missed handoffs.
* Eliminating unnecessary manual work.
* Improving documentation.
* Establishing repeatable processes.
* Helping maintain team capacity.
* Improving project visibility.
* Identifying recurring execution problems.
* Recommending operational improvements.

We want someone who does not simply operate within a broken process.

We want someone who notices the broken process and helps improve it.

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# 11. FOUNDER SUPPORT & EXECUTIVE VISIBILITY

A major purpose of this position is reducing unnecessary operational dependency on the Founder.

You will help the Founder maintain visibility across the company without requiring her to personally chase every project.

You should be able to provide concise updates such as:

### ON TRACK

Projects progressing according to schedule.

### AT RISK

Projects that may miss deadlines without intervention.

### BLOCKED

Projects that cannot progress because of missing assets, decisions, technical issues, or dependencies.

### NEEDS FOUNDER DECISION

Items that genuinely require executive direction.

Do not escalate every small problem.

Solve what you can.

Escalate what requires leadership.

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# WHAT YOU ARE NOT RESPONSIBLE FOR

This is important.

This position is **not** expected to personally perform every specialized function.

You are not being hired to simultaneously be our:

* Funnel developer
* Graphic designer
* Copywriter
* Automation engineer
* AI developer
* Media buyer
* Video editor

Specialists will execute specialized work.

Your responsibility is ensuring those specialists have what they need and their work connects to the larger project.

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# WHO WE ARE LOOKING FOR

You are likely a strong fit if you are naturally organized but also highly execution-oriented.

You enjoy taking:

**Ideas → Plans → Tasks → Owners → Deadlines → Execution → Completion**

You do not need constant instructions to determine the next logical step.

You anticipate problems.

You follow through.

You communicate clearly.

You pay attention to details.

You can manage multiple projects simultaneously without losing visibility.

You are comfortable working with creative personalities, technical specialists, executives, contractors, and clients.

Most importantly, you understand that project management is not merely updating software.

It is **managing execution.**

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# REQUIRED SKILLS & QUALIFICATIONS

We are looking for someone with experience in several of the following areas:

* Project management
* Operations management
* Digital agency operations
* Online business operations
* Funnel/campaign project management
* Client delivery
* Remote team management
* Launch management
* Process documentation
* Quality assurance
* CRM/funnel environments

You should also demonstrate:

* Excellent written communication
* Excellent verbal communication
* Strong organizational ability
* Strong attention to detail
* Strong follow-through
* Deadline management
* Prioritization
* Problem-solving
* Critical thinking
* Ability to manage multiple simultaneous projects
* Ability to communicate with technical and non-technical team members
* Ability to work independently
* Ability to recognize and escalate risk early

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# TECHNOLOGY EXPERIENCE

Experience with digital business technology is highly preferred.

Ideal candidates will have familiarity with some combination of:

* GoHighLevel
* ClickUp, Asana, ---------- , Notion, or similar project management systems
* Slack and/or ----------
* Google Workspace
* Zoom
* Calendars and scheduling software
* Funnel builders
* CRM systems
* Email/SMS automation
* Zapier/Make or similar integration tools
* Skool
* Kajabi
* Stripe
* Webinar platforms
* AI productivity tools
* ChatGPT
* Claude
* Fathom or other AI meeting tools

You do not have to be an engineer.

However, if terms such as **CRM workflow, trigger, automation, funnel, pipeline, webhook, integration, tag, nurture sequence, checkout, API, lead source, client portal, QA, and conversion event** are completely unfamiliar to you, this position is probably not the right fit.

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# PERSONAL ATTRIBUTES

We are specifically looking for someone who is:

**Proactive**
You identify what needs attention before being asked.

**Accountable**
You take ownership instead of explaining why something was missed.

**Resourceful**
You attempt to solve problems before escalating them.

**Detail-Oriented**
You catch small issues before they become large problems.

**Organized**
You can manage multiple timelines and priorities simultaneously.

**Assertive**
You can respectfully hold people accountable.

**Calm Under Pressure**
Launches and campaigns move quickly. You can prioritize rather than panic.

**Communicative**
You surface problems instead of allowing them to remain hidden.

**Process-Minded**
You naturally look for ways to make execution more repeatable.

**Tech-Comfortable**
You are comfortable learning new systems and working around automation and AI.

**Outcome-Oriented**
You care about whether the project actually gets completed—not merely whether the task was entered into the system.

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# WHAT SUCCESS LOOKS LIKE

Success in this position means:

* Projects have clear owners and deadlines.
* The team knows what it is responsible for.
* Fewer deadlines are missed.
* Fewer tasks fall through the cracks.
* Missing assets are identified earlier.
* Meetings consistently become action items.
* Projects are properly documented.
* Campaigns receive appropriate QA before launch.
* Client requests are tracked.
* Bottlenecks are surfaced quickly.
* The Founder receives clear operational visibility.
* The Founder spends less time chasing execution.
* Team accountability improves.
* SOPs become stronger.
* Campaign execution becomes more predictable.
* Clients receive a more organized experience.

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# KEY PERFORMANCE INDICATORS

Performance may be evaluated using metrics such as:

* Percentage of projects delivered on time
* Percentage of milestones completed on time
* Number of overdue tasks
* Average age of overdue tasks
* Number of unidentified/late blockers
* Task completion accuracy
* QA completion rate
* Number of launch-critical errors
* Client asset collection timeliness
* Internal response/follow-up time
* SOP/documentation completion
* Project status accuracy
* Number of issues requiring unnecessary Founder intervention
* Client/project communication consistency

The objective is not simply to produce more activity.

The objective is to create **predictable execution.**

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# DAILY OPERATING EXPECTATIONS

A typical day may include:

**Beginning of Day**

Review all active projects, deadlines, overdue items, blockers, upcoming launches, and team priorities.

**Throughout the Day**

Coordinate team execution, follow up on tasks, communicate with clients where required, update project records, resolve blockers, manage approvals, coordinate assets, and prepare upcoming work.

**End of Day**

Ensure task statuses accurately reflect reality and identify anything that could affect the next business day.

The Founder should not discover a major deadline problem after it has already become an emergency.

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# WEEKLY OPERATING EXPECTATIONS

Each week, the Operations & Project Manager should have a clear understanding of:

* What shipped last week
* What did not ship
* Why something was delayed
* What is shipping this week
* Upcoming campaign dates
* Current blockers
* Client dependencies
* Team dependencies
* Projects at risk
* Decisions required from leadership
* Team capacity
* Priority changes

A concise weekly operations report should be maintained for leadership.

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# 30-DAY EXPECTATIONS

During your first 30 days, you should:

* Learn our company structure.
* Learn our active client accounts.
* Understand our service model.
* Learn our project management environment.
* Understand team roles.
* Review active projects.
* Learn our campaign workflows.
* Identify immediate operational gaps.
* Begin taking ownership of task follow-up.
* Establish consistent project status reporting.
* Begin improving documentation.

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# 60-DAY EXPECTATIONS

By 60 days, you should:

* Independently manage active project timelines.
* Coordinate team deliverables.
* Maintain accurate project dashboards.
* Manage routine client project communication.
* Identify risks before deadlines are missed.
* Run operational project meetings.
* Coordinate launch readi