Project Manager / Operations VA

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TYPE OF WORK

Any

SALARY

$4

HOURS PER WEEK

40

DATE UPDATED

Sep 26, 2026

JOB OVERVIEW

Digital Transformations AI is a growing AI, automation, CRM, web development, and digital marketing company.
We help real estate professionals and other businesses implement systems including:

• GoHighLevel CRM.
• AI and automation.
• Websites and landing pages.
• Email and SMS campaigns.
• Lead generation systems.
• Database reactivation.
• Social media and marketing.
• AI agents and internal business systems.

We have multiple clients and projects moving at the same time, and we are looking for a highly organized Project Manager / Operations VA to make sure nothing falls through the cracks.

This is not primarily a technical builder position.

Your job is to make sure our team, clients, deadlines, and projects continue moving forward every day.

Your Main Responsibility
At the end of every workday, we want to know:
Every active client has been checked.
Every active project has moved forward.
Every blocker has been identified.
Every important task has an owner and deadline.
You will become the person responsible for keeping our fulfillment and project operation organized.

Who You’ll Work With
You will work closely with:

• Founder / CEO — vision, priorities, sales, strategy, and major client decisions.
• Chief of Staff & Implementation Lead — internal coordination, implementation oversight, team context, and execution support.
• Builders and support team — completing the actual client work.
• Clients — receiving updates, answering questions, and keeping projects aligned.

Your role is not to replace our Chief of Staff.
Your role is to take ownership of the project management system, so leadership does not have to personally track every deadline, follow-up, and moving piece.

What You’ll Do
Your responsibilities will include:

• Review every active client and project daily.
• Make sure tasks have owners, deadlines, and clear next steps.
• Follow up with team members when tasks are incomplete.
• Identify stalled projects before they become problems.
• Make sure projects are progressing every day.
• Keep ClickUp accurate and organized.
• Create and assign tasks from meetings, Slack messages, and instructions.
• Prioritize urgent items.
• Coordinate work between team members.
• Track deadlines and deliverables.
• Prepare daily progress summaries.
• Prepare weekly project and client status reports.
• Follow up with clients when needed.
• Communicate project updates professionally.
• Schedule and coordinate client meetings.
• Identify blockers and help solve them.
• Escalate problems that require leadership decisions.
• Help document SOPs and improve internal processes.
• Make sure client requests do not get forgotten.
• Make sure completed work actually gets reviewed, delivered, and closed out.

What Your Day Might Look Like
10:00 AM – Daily Operations Huddle
Quick meeting with the Founder and Chief of Staff & Implementation Lead.

We review:

• What must get completed today.
• Client deadlines.
• Blocked projects.
• Team capacity.
• Important client requests.
• Anything requiring a leadership decision.

You leave this meeting knowing exactly what needs to happen that day.

Morning
Review the full project board.
Check:

• What is overdue?.
• What is due today?.
• What projects have not moved?.
• Which client is waiting for something?.
• Which team member needs follow-up?.
• What is blocked?.
• What needs clarification?.
• What needs to be escalated?.
Then coordinate with the team and get everything moving.

Throughout the Day
You will:

• Follow up with team members.
• Update ClickUp.
• Communicate with clients when appropriate.
• Answer project questions.
• Track deliverables.
• Resolve small problems independently.
• Escalate larger issues.
• Coordinate between leadership and the fulfillment team.
• Make sure tasks are actually completed, not simply assigned.

We do not want someone who only watches the project board.
We want someone who drives it.

End of Day
Send a concise report covering:
Completed Today
Still In Progress
Blocked / Needs Decision
Client Issues or Requests
Overdue Items
Top Priorities Tomorrow

The Founder should be able to read your report in a few minutes and immediately understand the state of the business.

Who We’re Looking For
Extremely Organized
You naturally like structure, lists, deadlines, documentation, and clear next steps.
You notice when something has been forgotten.
Proactive
We do not want someone who waits for instructions all day.
Instead of saying:
“This task is overdue.”
We want someone who says:
“This task is overdue. I contacted the person responsible, identified the blocker, and here is what I recommend we do next.”
Excellent Communicator
You must be comfortable communicating with:

• Team members.
• Contractors.
• Clients.
• Leadership.
Strong written English is extremely important.
Spoken English should also be professional and comfortable enough for client meetings when needed.
Comfortable Holding People Accountable
You must be able to politely but consistently follow up.
If something is due, you follow up.
If someone does not respond, you follow up again.
If a project is stuck, you figure out why.
A Problem Solver
We want someone who thinks:
“How can I solve this?”
before asking:
“What should I do?”
High Ownership
You care about the final result.
You do not think:
“I sent the message, so my job is done.”
You think:
“Did this actually get completed?”

Tools We Use
Experience with these tools is helpful:

• ClickUp.
• Slack.
• GoHighLevel.
• Google Workspace.
• ChatGPT.
• Claude.
• WordPress.
• Canva.

You do not need to be an expert in everything.
We care more about intelligence, organization, communication, ownership, follow-through, and willingness to learn.

Experience We Prefer
Experience in any of these areas is a bonus:

• Project management.
• Operations.
• Executive assistance.
• Digital marketing agencies.
• Real estate.
• GoHighLevel.
• Website projects.
• CRM implementation.
• AI and automation companies.
• Client success.
• Account management.

The Three Most Important Qualities
1. Organization
You can manage many moving pieces without losing track of details.
2. Communication
You communicate clearly with both clients and team members.
3. Ownership
You take responsibility for moving things forward instead of simply reporting problems.

Growth Opportunity
We are growing quickly.
For the right person, this position could eventually grow into:

• Senior Project Manager.
• Operations Manager.
• Client Success Manager.
• Director of Operations.
We are looking for someone who wants to grow with the company long-term.
How to Apply
Please begin your proposal with:
“I KEEP PROJECTS MOVING.”
Then answer the following questions:

1. Tell us about a time you managed multiple projects or clients at the same time..
2. What project management tools have you used?.
3. Imagine a website project is supposed to be completed Friday, but the designer is behind schedule. What would you do?.
4. A client sends a message asking for an update, but you do not know the answer yet. How would you handle it?.
5. A team member repeatedly misses deadlines. How would you handle that situation?.
6. What would you include in a daily project management report to the company owner?.
7. How would you make sure a project does not sit untouched for several days?.
8. Are you comfortable communicating directly with clients when needed?.
9. Are you comfortable working Monday–Friday, 10:00 AM–6:00 PM Eastern Time?.
10. Are you comfortable starting at $4/hour for a full-time position?.
11. Please send a short 1–2 minute video introducing yourself and explaining why you would be good at managing projects, people, and deadlines..

We are looking for someone who is organized, ambitious, proactive, dependable, and wants to become an important part of our company.

SKILL REQUIREMENT
Project Management Communication Artificial Intelligence
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