We’re Hiring

OPERATIONS PROJECT MANAGER - POSITION NOW OPEN

Our small but mighty team is growing once again and we can’t wait to have you join us as our Operations Project Manager! Interested? Keep reading!

POSITION: Operations Project Manager

COMPANY: Amanda J Daley

REPORTING TO: CEO, Amanda J Daley

STATUS: Independent contractor; estimated 20 hours/week (with view to move full-time after 3 months)

LOCATION: Preference to AEST or NZST time zones but will consider PST (Must be available until 2PM AEST)

START DATE: January 2021

APPLICATIONS ACCEPTED THROUGH: 21 December 2020

Role (Overview of the Position)

The Operations Manager is responsible for bringing the CEO’s vision to life while creating an infrastructure and team that can support and achieve it. They ensure company procedures and policies around Finance, Operations, Tech, Human Resources and Program Delivery/Customer Service are executed in a timely and resourceful fashion. They are responsible for the overall performance and satisfaction of the team. They are an advocate for employees and their primary focus is reinforcing our company values. They are responsible for the execution of technical tasks, developing systems/processes, and project management - being the final Tester of all work published live.

Project Management of day-to-day tasks is included in this base role.
Ideal candidate will also step into project managing our larger launches after an initial 3 month trial - at which point the role would become permanent. This aspect is flexible pending the ideal client.

Responsibilities (Tasks Associated with the Role)

Operations/Management

Provide day-to-day leadership and management guidance which mirror the adopted corporate mission and core values & continue to grow a self-sustaining company.
Responsible for driving the company to achieve and surpass sales, profitability, cash flow and business goals and objectives.
Responsible for establishing internal and external processes and key performance indicators for the business and for their measurement and effectiveness.
Provide timely, accurate and complete reports on the operating condition of the company.
Maintain continuous lines of communication, keeping the CEO informed of all critical issues.
Prepare notes and presentations and leading specific Meetings, such as recurring daily, weekly, quarterly meetings
Creating, reviewing, and managing company goals, project plans, and outcomes
Overseeing company calendar and scheduling
Overseeing customer service
Oversee reporting and present important metrics to the team and Leadership Team
Ensuring that discussions, conversations, and decisions are turned into actionable plans and tasks
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Increase our efficiency and productivity by systematizing, documenting, and improving processes.
Create and manage Project Management Templates and refine as needed based on feedback from team

Develop initial Project Plans for internal projects and continue to update the plan as the project progresses.
Monitor progress and ensure benchmarks and metrics for success are clearly defined.
Accountable for day-to-day contact with team with proactive and empathetic communication.
Handle multiple internal projects, priorities and deadlines and see the project through.
Lead a project debrief after each project for the team to reflect.
Ensure tech is set up correctly on all webpages, for promotions, and internally.
Ensure compliance with relevant tech and regulation updates Assist in the protection of the organization by ensuring it is legally protected and by ensuring compliance with all applicable laws and policies.
Manage General Budget for specific projects (Launches, Live Events, etc.) and set up systems for teams to track finances metrics (CEO will give the budgets and Operations Manager will manage)
Document and maintain all company systems and standard operating processes
(Post 3 month initial contract) Plan, organize, execute, and facilitate live launches, including managing budgets, securing vendors, schedule, attendee communication, etc.

Programs + Payments

Ensuring we have the most efficient sales and client onboarding/offboarding systems in place to seamlessly welcome in clients to our program and ensure accurate financial records of all new sales
Streamlining the program delivery processes and dashboard
Supporting our clients with ‘team coach’ cheerleading
Support the Program Manager with client transition + renewals from stage 1 to stage 2 programs
Creating Standard Operating Procedure documents for Program Delivery + Payments
Resolving payments issues
Resolver Customer Care issues
Double Check and Finalise monthly sales reports into financial reporting systems

Tech

Overseeing technical tasks as needed for internal promotions or projects
Overseeing that technical tasks are executed correctly and tested prior to release for launches, promotions, ongoing sales systems.
Ensuring we have the most efficient and simple technology and platforms needed
Creating Standard Operating Procedure documents for technical tasks
Resolving technical issues

Human Resources

Motivate and lead a high-performance team; attract, recruit and retain required members of the executive team not currently in place; provide mentoring as a cornerstone to the management career development program.
Establishing, upholding, and updating company policies including maintaining an up to date Employee Handbook
Creating, reviewing, and managing job descriptions, keep them up-to-date
Maintaining an updated organizational chart
Maintaining, encouraging, and increasing employee satisfaction, wellness, happiness, and retention

Creating job postings and applications for open positions
Managing the entire hiring process
Ensuring hiring processes are compliant and provide equal opportunity
Reviewing applications, Conducting initial interviews with candidates, Preparing offer letters, Onboarding, Communicating with new hires before their first day
Responsible for ensuring new hire paperwork is signed, completed, and filed
Responsible for the creation, management, and organization of the HR folder, dashboard and personnel files
Manage time tracking studies, and performance review process
Supporting and coaching team members that report to you
Awareness of team member’s bandwidth
Communicate issues on behalf of your team to the Leadership Team

Results (Expected Accomplishments)

The projects the company commits to are completed on time and create the desired outcome for the company and clients.
Each member of the team has a clear outcome, knows their roles, tasks and deadlines, and understand what they are accountable for.
Ensure that all tech is tested before being launched or released.
Ensure our Program Delivery processes are streamlined for highest client support + team efficiency
Have a birds eye view of everything that is happening in the company at all times (funnels, projects, webinars, live launches and client progress.) and simultaneously aware of the details enough to be able to anticipate, identify, and resolve problems
Overseeing what maintenance is required for existing products, programs, and systems and balancing that with what new projects are needed
Internal operations are running smoothly

Requirements (Expected Proficiencies)

Must be available to work company hours of Monday through Friday from 9 AM to 3 PM AEST.
Starting hours are estimated 20 hours per week so work is predominantly required 9 AM to 1 PM AEST.
Experience working in an operations or project management role in a similar sized company.
Highly developed interpersonal and leadership skills
Proven experience and track record in an operations role in a high-growth organization
Aptitude in decision-making and problem-solving
Must have great human and business instincts and be able to confidently articulate a well- informed point of view
Sharp brain. Thick skin.
Online Marketing Launch experience
Follow company security protocol and retain a high-level of discretion and confidentiality when it comes to company and client information.
Emotionally self-regulate even during times of pressure and stress to be present for the team
Able to consistently understand the intent and vision of the CEO, work as a sounding board for the CEO
Ability to set goals and develop achievable timelines to hit them
Ability to assess company progress based on data
Extreme, obsessive attention to detail
Ability to turn conversations and discussions into action plans

Highly detailed and organized, with exceptional problem-solving abilities.
Independent, self-starter who executes tasks on time, every time.
Strong communication skills and willingness to take constructive feedback.
Tech savvy. Comfortable with tech software and willingness to adapt and learn new software quickly.
Works with no attitude and no ego
Loyal, hardworking, and comfortable in a fast-paced small-business environment where priorities can change quickly.
Able to travel to live events for our company (client events and retreats)
Available to attend and lead Team meetings.

This job description is not all-inclusive and certain activities, duties, or responsibilities may be required of the employee as needed.

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