Operations Manager / Asana Systems Operator
Keever SEO -
We are looking for an advanced Asana operator and high-level operations thinker to run the execution infrastructure of a fast-growing professional services business.
This is not a generic project coordinator role, and it is not an admin role. We need someone who can take a process, an SOP, or a rough instruction and run with it — turning it into a clean, scalable execution system inside Asana, keeping that system running smoothly, and using AI and automation to make the whole operation move faster.
The defining trait we are hiring for: you take a task with minimal instruction, figure out the path yourself, and either come back with it done or come back with a clear recommendation and the one or two decisions you actually need. If your instinct is to ask “what should I do?” before you’ve tried to solve it, this is not the role.
About the business
We are a fast-growing marketing agency serving high-touch clients in a performance-driven environment. Our work focuses on improving, protecting, and controlling search visibility by systematically replacing or outperforming negative, misleading, or misaligned search results with high-authority digital assets aligned to the client’s intended narrative. Fulfillment is accountable for measurable search performance outcomes and is built around predictable, scalable execution systems.
We currently manage 50+ active clients, and fulfillment is recurring, deadline-driven, and operationally complex. We are also building broader internal structure across growth, operations, talent, and product/automation. The business is designed to scale through pods, automation, reporting, and AI-enabled workflows. We want someone energized by systems, process design, and intelligent automation.
How this role fits into our operating model
Our fulfillment model has three layers:
1. Strategic Doctrine — what tactics are used, in what sequence, and how they evolve.
2. Execution Standards — the SOPs, proof-of-execution requirements, escalation rules, and operational standards that govern how tactics are executed.
3. Execution System [where this role sits] — Asana. The workflow engine that governs task assignments, due dates, dependencies, status tracking, and reporting. Asana is not strategy. It is not doctrine. It is infrastructure.
You will work closely with the Head of Fulfillment, who owns performance quality, tactical sequencing, client issues, and SOP doctrine. This role owns the execution system and whether fulfillment is running cleanly and predictably.
What this role will do
1. Translate SOPs into live Asana workflows
Take written SOPs and convert them into executable workflows: tasks, subtasks, dependencies, owners, deadlines, proof-of-execution steps, and escalation paths. Build repeatable structures for recurring fulfillment work across dozens of active clients. Keep templates and process logic current as SOPs evolve. This is not one-time project setup — it is ongoing operational infrastructure. You also hold admin ownership of Asana and the automation tooling you operate, and keep that configuration documented.
2. Keep execution running smoothly inside Asana
Make sure tasks are tracked correctly and completed on time. Identify overdue work, blocked items, missed handoffs, and broken dependencies before they become problems. Maintain workflow hygiene across all active client programs. Surface friction points. Keep the machine running cleanly and predictably.
3. Build and maintain real automations
Not @-tagging. Real automation: subtask completion fires the next assignee; a “done” status pings the next owner with handoff context; deadlines auto-cascade; the system enforces the handoff. You will work in Asana Rules, n8n, and other automation tools, and maintain a living automation inventory so anyone covering for you can understand the system.
4. Run the weekly operations meeting (Friday)
Own and prep the Friday fulfillment meeting: operational health, team coordination, blockers, missed handoffs, and system-level issues. Pull the data from Asana’s native reporting dashboard — not screenshots of boards. Client concerns, quality, and strategy are handled separately by the Head of Fulfillment; your job is to provide the operational picture, not client quality or strategy assessments.
5. Drive the monthly reporting cycle to completion
Own the monthly reporting cycle as the operational driver — not by writing reports or updating the Reputation Tracker yourself, but by making sure every upstream step happens on time. Kick off the cycle each month, hold each owner to their deadline (tracker updates, quality review, client send), chase whatever’s late, and make sure reports ship on schedule across all active clients. The data and the review belong to other owners; getting the cycle across the finish line belongs to you.
6. Enforce handoff SLAs
Define and enforce clear SLAs at every handoff (e.g., 24 hours for downstream pickup; 48 hours triggers escalation). Track aging, surface patterns, and push back on team members directly when work is off-track. Escalate to the Head of Fulfillment only when the issue is quality, performance, or strategy.
7. Use AI and automation to multiply output
This is important. We want someone comfortable using ChatGPT, Claude, and other AI/automation tools to:
- Sharpen and structure SOPs
- Convert rough ideas into clearer process documentation
- Speed up workflow design
- Automate repetitive operational work
- Improve reporting and coordination
You do not need to be a software engineer. You do need to think like a modern operator. A genuine interest in AI, automation, and systematization is a major plus.
8. Surface capacity and bottlenecks proactively
Produce a monthly capacity report by team member, track single-point-of-failure risk, and report bottlenecks with options attached — not just “here’s a problem,” but “here’s the problem and here are the two ways I’d solve it.”
9. Help structure non-fulfillment projects
Asana also runs projects across Growth, Operations, Talent, Product/Automation, and Accounting/Finance. Fulfillment is the priority, but we want Asana to work as a broader operating system across the company, and you will help create and maintain that structure.
First 90 days
Read this so you know what you’re walking into. This is a build-and-fix role, not a maintain-a-finished-machine role. You are inheriting a live system that is mid-transition: some automations are manual workarounds, some templates carry outdated ownership, and parts of the configuration are undocumented.
Weeks 1–2: Learn the system end to end. Document what already exists — templates, Asana Rules, n8n flows, recurring tasks — and complete knowledge transfer from the current system owner.
Weeks 3–6: Clean up template ownership, embed the SOPs not yet reflected in Asana, and stand up the first real automations to replace manual @-tagging handoffs.
Weeks 7–12: Native reporting in place for the Friday meeting, handoff SLAs defined and tracked, and your first monthly capacity report delivered.
What we are looking for
- Takes a task and runs with it — researches, decides, and comes back with options and a recommendation, not “what should I do?”
- Is truly advanced in Asana — has used it as a real operational system, not just a project tracker
- Has experience supporting recurring, high-volume, multi-stakeholder workflows
- Can take SOPs and turn them into working execution flows
- Can monitor live execution and keep the system clean and on track
- Communicates clearly in English (written especially)
- Is excited by systems, AI, automation, and operational excellence
Strong preference for candidates with experience in
- Agency operations
- SEO or digital marketing operations
- Online reputation management
- Content operations
- Fulfillment or service delivery teams
- Recurring client-service environments
- Multi-client workflow design in Asana
- AI-assisted operations, documentation, or automation
Working style — independent problem-solving is non-negotiable
Read this carefully, because it filters out most candidates.
When you hit something you don’t know, your first move is research — read the SOP, check the documentation, look at how similar problems were handled before, ask Claude/GPT, look at the source material. Only after that do you bring it to your manager — and when you do, you bring it as: “Here’s the situation, here are the two paths I see, here’s my recommendation, here’s what I need to move forward.”
If your default is “I asked my manager when I didn’t know what to do,” this is not the right role. We need someone who acts as a force multiplier — not someone who multiplies the work of the people they support.
Compensation
Starting at $5,000/month USD, paid via Wise. There is room above that for exceptional, demonstrated systems capability.
Time zone expectations
This role coordinates daily with the team and runs the weekly operations meeting with leadership. US-based candidates are preferred. We will also consider Central/South American candidates, or others who can reliably cover US business hours, since you will be the primary point of operational coordination during the US workday. Whatever your location, consistent overlap with US business hours is required.
To apply — do not send a generic response
We want to be able to tell immediately whether you actually read this posting and understand the role. Your application must include all of the following:
1. Relevant experience
- Years using Asana
- Companies you’ve used it within (with the industry of each)
- A brief description of environments where you’ve used Asana operationally
2. Time zone fit
- Where you’re based, and your normal working hours
- Confirmation that you can work US business hours
3. Asana systems examples
Share screenshots, Loom videos, or written examples of complex Asana systems you have built. Not simple project boards — systems designed for recurring work, multiple owners, dependencies, and ongoing operational management.
4. SOP-to-workflow approach
In 5–10 bullet points, explain how you take a written SOP and turn it into a live Asana workflow.
5. AI / automation capability
Tell us specifically how you use ChatGPT, Claude, or other AI/automation tools in your work. Concrete examples, not generic statements: improving SOP clarity, converting rough processes into structured documentation, speeding up workflow design, automating repetitive operational work, or improving reporting and coordination.
6. Practical exercise
Assume the following: you are supporting a fulfillment team that manages 40+ active client accounts. A new fulfillment technique has been approved by the Head of Fulfillment. A rough SOP exists, but it needs refinement. Once finalized, the process will need to be embedded into Asana and executed repeatedly across many active clients. Please answer:
- How would you take a rough SOP and turn it into a cleaner, execution-ready SOP?
- How would you structure that SOP inside Asana? Address: projects vs templates, recurring work, tasks and subtasks, dependencies, deadlines, proof of execution, escalation points, and status visibility.
- How would you make sure the work is actually completed on time once it is live? Address: monitoring overdue work, blocked items, and missed handoffs.
- How would you update the system if the SOP changes after rollout?
- How would you use AI tools to improve the SOP and/or the Asana implementation?
- Walk through how you would handle a downstream owner who hasn’t picked up a content task within 24 hours of delivery.
Keep your response to 1–2 pages or a 5–7 minute Loom. Applications without a response to this exercise will not be considered.
Important
This role is for someone who can make Asana function as a true execution system for a live service business. If your background is mostly general admin support, simple project coordination, or light task management, this is probably not the right fit. We are looking for someone who can create structure, maintain operational discipline, support evolving workflows, and help build a more intelligent and scalable operating system over time.
