Agency Systems & Operations Manager

Who We Are

Legacy House Marketing is a husband-and-wife-owned digital marketing agency based in Georgetown, TX. We work with local service businesses, contractors, home services, trades, etc., and help them build a real presence online that actually drives results.
We have full-time editors, a creative team of videographers and photographers, and a growing client base. We're running campaigns, delivering results, and expanding. Now we're making intentional investments in the systems and infrastructure that will take us to the next level, and we need a sharp operator to help lead that effort.
That's why we're hiring.

The Role

This is a builder role first, operator role second.
We're not looking for someone to manage a system we've already built. We're looking for someone who can look at what we have, identify what's missing, and build the infrastructure that lets this agency scale without everything running through the owners.
You'll start by getting into the weeds: auditing our ClickUp setup, our GHL workflows, our automations, and our internal processes. You'll identify the gaps. Then you'll build the structure, document the SOPs, and create the systems that make our team faster, our clients happier, and our operation something we can actually hand off and grow.
Once the foundation is built, you'll run it. You'll be the operational backbone of Legacy House Marketing.

What You'll Own:

Phase 1 — Build (First 30-60 Days)
ClickUp Architecture
- Audit our current ClickUp setup and identify what's working and what isn't
- Build out a clean, scalable workspace structure; spaces, folders, lists, dashboards, and templates for every core function of the agency
- Create task templates for recurring workflows, including client onboarding, content calendar management, reporting, and ad campaign setup
- Build dashboards that give ownership a real-time view of client status, deliverables, and team workload
- Document every process as an SOP so anyone on the team can follow it without asking questions

GHL Systems
- Audit existing GHL workflows, pipelines, and automations
- Identify gaps and build out what's missing; lead nurture sequences, onboarding workflows, client communication automations, and internal notifications
- Build and maintain client landing pages inside GHL, including form setup, automation connections, and pipeline integration
- Connect client Meta ad accounts, Facebook pages, and Instagram profiles to GHL as part of the standard onboarding process
- Complete A2P registration for clients inside GHL — managing the submission process, tracking approval status, and ensuring compliance requirements are met
- Organize sub-accounts, pipelines, and tags so everything is clean and findable
- Build and document SOPs for every GHL process the team will use repeatedly

Integrations
- Connect GHL with third-party tools using Make or Zapier where needed
- Build and maintain integrations between GHL, ClickUp, Google Drive, Meta Business Suite, and any other tools in our stack
- Ensure data flows cleanly between platforms so nothing has to be entered twice
- Troubleshoot integration failures and broken automations quickly and independently
- Document every integration so it can be maintained or updated without you being the only one who understands it

Automations & Workflows
- Build multi-step automations that reduce manual work across the agency
- Create internal notification workflows so the right people are alerted at the right time
- Build client-facing automations, including onboarding sequences, follow-up workflows, and reporting triggers
- Troubleshoot existing automations that aren't working correctly
- Continuously look for opportunities to eliminate manual tasks through smart automation

Internal Process Documentation
- Turn what currently lives in our heads into written, repeatable SOPs
- Create onboarding checklists, content workflow docs, reporting templates, and client communication frameworks
- Build a central operations hub in ClickUp where the whole team knows where to find what they need

Phase 2 — Run (Ongoing)
Once the systems are built, you own the day-to-day operation:

Client Onboarding
- Execute the full client onboarding checklist from signed contract through first deliverable
- Set up client folders, store brand assets, and organize task boards in ClickUp
- Send and organize intake forms and onboarding documents
- Connect client Meta accounts to GHL and complete A2P registration for every new client
- Build client landing pages in GHL and connect all forms to the appropriate workflows and pipelines
- Assist clients with Meta Business Suite access and calendar setup as needed

Project Coordination
- Maintain the master content calendar across all clients in ClickUp
- Track deliverables, deadlines, and project progress
- Coordinate between the creative team and clients to keep projects moving
- Flag anything falling behind before it becomes a problem

Social Media Operations
- Organize client social media logins and access
- Upload and schedule posts using Meta Business Suite or our scheduling tool
- Add cover photos, tag locations, format captions, and ensure posts go out on time and meet platform specs

Reporting & Analytics
- Compile and deliver monthly performance reports for each client
- Track weekly ad analytics and create internal reports for each client
- Maintain reporting templates and ensure consistency across all client reports

Systems Maintenance
- Keep tech stack (ClickUp, GHL, Slack, and Google Drive) organized and up to date
- Maintain and improve SOPs as the agency grows and processes evolve
- Proactively identify inefficiencies and fix them before they become problems

What We're Looking For:

Non-negotiables:
- ClickUp power user; you've built workspaces from scratch, not just worked inside someone else's setup
- GHL intermediate to advanced; workflows, automations, pipelines, landing page builder, sub-account management, and A2P registration
- Hands-on experience with Meta Business Suite integrations; you've connected client ad accounts, pages, and Instagram profiles to GHL before
- A2P experience: you understand the registration process in GHL, the requirements, and how to get it done correctly
- Make or Zapier proficiency; you've built real multi-step cross-platform automations, not just simple triggers
- Systems thinker; when you look at a messy operation, your instinct is to organize and document it, not work around it
- Clear communicator and SOP writer; you can turn a complex process into something a new tea ---------- mber can follow without asking questions
- Self-directed; you don't need someone to tell you what to do next once you understand the goal. We want someone who can take this part of our business and own it.
- Proactive communicator; you flag issues, ask the right questions, and keep people informed without being chased
- Stable internet with backup options
- Overlap with Central Standard Time (CST) required for a minimum of 4 hours per day (MON-FRI)

Strong advantages:
- Experience working inside a marketing agency
- Familiarity with Google Drive organization and folder architecture
- Comfortable with basic client-facing communication when needed
- Experience building landing pages inside GHL specifically

What This Is Not:
- This is not a VA role where you wait for tasks to be assigned
- This is not a social media manager or content creator role
- This is not a role for someone who needs a fully built system handed to them before they can work
- This is not a passive position — we need a builder, not a passenger

Why This Role Matters:
When the systems are built and running, the Legacy House Marketing founders can focus entirely on sales, growth, and creative direction. The agency can take on more clients without breaking. Every future tea ---------- mber we bring on will onboard faster and perform better because of the infrastructure this person builds.
This isn't a dead-end role. It's a ground-floor opportunity inside a fast-growing agency. The person who builds this foundation will grow with it; more responsibility, more ownership, and more compensation as we scale. We take care of the people who help us win.

Compensation & Details
Type: Part-time to start, with a clear path to full-time based on performance and agency growth
Location: Remote
Pay: $500 – $700/month to start, with a structured compensation review at 90 days based on performance
Hours: Approximately 20–25 hours per week
Timezone: Overlap with Central Standard Time (CST) required for a minimum of 4 hours per day

How to Apply:
Send an email to ---------- with the subject line: "I'm Your Systems Person"
Include:
A brief description of a system or operational structure you built from scratch — what it was, what tools you used, and what changed after
Your honest experience level with ClickUp and GHL specifically — be specific, not general
Your experience with Meta integrations and A2P registration — have you done this before, and how many times
An automation you've built in Make or Zapier that you're proud of
We read every application. We move quickly. If you're the right fit, we will let you know within a few days.

A Note From Us:
We're building an agency that we're genuinely proud of; one that serves clients well, runs smoothly, and supports the life we're building for our family. We're not looking for someone to fill a seat. We're looking for someone who sees a growing operation and gets excited about building the infrastructure behind it.
If that's you, we want to hear from you.
— Jonathan & Jana-Marie, Legacy House Marketing