**Who Were Looking For**:You will take charge of workflows, SaaS tools, and financial operations while setting up and maintaining operational standards.You will also collaborate closely with our **Controller** to manage bookkeeping, vendor relationships, and financial efficiency.
**Key Technologies**Our tech stack includes:- ** ClickUp** (Project Management & Workflow Automation)- ** Slack** (Real-Time Communication & Team Collaboration)- ** 1Password** (Secure Document & Credential Management)- ** HubSpot** (CRM & Contact Management)- ** WhatsApp** (Urgent Communication)- ** QuickBooks** (Accounting)- ** Deel** (General PEO & Payroll considering implementation)- ** Time Doctor** (Time Tracking considering implementation)- ** Docsend** (Secure Document Sharing)- ** Docusign** (Electronic Signatures)- ** Fathom** (Meeting Transcription & Insights)- ** Figma** (Design & Prototyping)- ** Frame.io** (Video Collaboration & Review)- ** GoDaddy** (Domain Management)- ** Riverside** (Remote Podcast Recording)- ** Spotify for Podcasters** (Podcast Distribution)- ** LinkedIn Recruiter, Upwork, Fiverr, Indeed** (Job Posting and Recruiting)- ** Vimeo** (Video Hosting & Sharing)- ** Webflow** (Website Building & Management)- ** Zapier** (Workflow Automation)- ** Zoom** (Video Conferencing)**Key Responsibilities****Workflow Management & Process Optimization**:- Analyze and optimize workflows to reduce bottlenecks and improve efficiency.
- Implement and maintain templates and SOPs for recurring tasks across entities.
- Continuously evaluate and recommend automation solutions, particularly using ClickUp, to enhance productivity.
**SaaS Infrastructure & Vendor Management**:- Audit and track all SaaS subscriptions, ensuring effective utilization and mínimal overlap.
- Manage vendor relationships, gather team feedback,



and assess operational health.
- Maintain detailed records of SaaS tools, licenses, and associated costs.
**Team Coordination & Cross-Functional Collaboration**:- Serve as the operational point of contact between teams to ensure seamless communication and task handovers.
- Set up automated workflows, notifications, and reminders for key milestones in ClickUp.
- Foster collaboration through optimized usage of communication tools like Slack and HubSpot.
**Financial Operations Support**:- Collaborate with the Controller to support bookkeeping, vendor payments, and financial tracking.
- Ensure alignment between operational processes and financial systems for accuracy and efficiency.
**Reporting & Metrics**:- Develop and maintain performance dashboards in ClickUp to track team productivity, task completion, and workflow efficiency.
- Provide weekly updates on operational progress and recommend next steps to the leadership team.
**Special Projects**:- Lead short-term projects such as SaaS clean-ups, data organization, and tool migrations.
- Support system enhancements and ensure all processes align with company goals.
**Operations & Team Integration**- ** How Operations Works with Finance**: Ensuring financial workflows are streamlined, payments are processed efficiently, and financial reporting aligns with operational processes.
- ** How Operations Works with Leadership (Audrey, Moj, Sara)**:



The Operations Manager will primarily work with **Audrey** on a daily basis while maintaining strong accountability to **Moj**.
They will collaborate with **Sara** on specific initiatives to maintain organizational alignment.
- ** How This Role Partners with the Team**: Ensuring all departments are following streamlined systems, removing bottlenecks, and maintaining transparency in team workflows.
**Role Responsibilities & Reporting Structure**- ** Who You Report To**: Directly to **Moj & Audrey**, with a primary working relationship with **Audrey**.
- ** What You Own**: All **systems and processes**how we do our work, how we operate day to day, how we maintain our standards, and how we retain our team.While this role isn't responsible for the **what** that's created, it ensures that the **how** is efficient, optimized, and meets the scope.
- ** What You Are Managing**: Ensuring operational efficiency across all teams, driving system adoption, optimizing workflows, and holding team members accountable to established processes.
- ** What You Are Non-Negotiably Responsible For**:- Ensuring **ClickUp and all operational tools** are fully adopted and optimized.
- Creating and enforcing **standardized onboarding and training** for all new hires.
- Maintaining **seamless communication and accountability frameworks** across teams.
- ** Scaling operations efficiently**, ensuring smooth growth without operational breakdowns.
- Working with finance to **ensure timely payroll, invoicing, and budget alignment.
****Success Roadmap****First 3 Days**:- Develop a **prioritized action plan** outlining key areas to tackle, including next steps and owners.
- Meet with leadership and key t

📌 Operations Manager (Xico)
🏢 Trolley
📍 Xico