Senior Operations Specialist

Our client is a fast-paced marketing agency dedicated to delivering high-impact campaigns for our clients. Our client's team thrives on efficiency, collaboration, and continuous improvement. We are seeking a Senior Operations Specialist - Asana and Notion Specialist to streamline processes, manage workflows, and enhance operational efficiency to support our marketing team.

The Senior Operations Specialist ensures seamless task management, workflow optimization, and operational support across our marketing projects. This role is ideal for someone with a strong background in marketing agency operations, project management tools (e.g., Asana), and process automation. You will be responsible for maintaining systems, standardizing processes, tracking performance, and/or ensuring marketing requests are handled efficiently.

Location: Fully-Remote (Work from Home), 9 AM - 5 PM EST

Key Responsibilities:

Workflow & Task Management:

• Set up, update, and optimize workflows, templates, and automation to improve efficiency.

• Train team members on how to use Asana and other task management tools.

• Monitor task progress and timelines, ensuring smooth execution.

• Provide daily and weekly reports on task statuses, SLA adherence, and team performance.

Standard Operating Procedures (SOPs) & Training:

• Develop and maintain clear, structured SOPs to ensure consistency in task execution.

• Update SOPs and training materials as processes evolve.

• Train team members on best practices and ensure adherence to standardized processes.

Marketing Request Management & Ticketing System:

• Implement and manage a ticketing system to handle marketing requests efficiently.

• Assign and route tasks to appropriate team members based on expertise and availability.

• Track SLA adherence, task completion rates, and workflow bottlenecks.

• Identify gaps in training or processes and suggest improvements.

Operational Reporting & Insights:

• Maintain a centralized account mapping spreadsheet for reporting and strategic planning.

• Analyze task flow, campaign execution efficiency, and error patterns to drive improvements.

• Generate actionable reports that provide transparency into recurring operational issues.

• Collaborate with leadership to refine processes and enhance decision-making.

Technical Onboarding & Campaign Readiness:

• Oversee the team managing technical setups during client onboarding, ensuring all steps are completed for seamless campaign launches.

• Address setup issues proactively to prevent delays, and keep status trackers up-to-date.

Error Tracking & Continuous Improvement:

• Log, categorize, and track errors to identify recurring issues.

• Analyze operational inefficiencies and recommend solutions to enhance system reliability.

• Ensure quick resolution of errors by providing actionable insights to relevant teams.

Qualifications & Skills:

• Marketing Agency Experience: At least 3+ years in a marketing agency or similar fast-paced environment.

• Project Management Expertise: Proficiency in Asana, Monday.com, ClickUp, or similar tools to manage workflows and task tracking.

• Process Optimization: Experience in developing SOPs, templates, and automation for streamlined operations.

• Reporting & Analytics: Ability to create performance reports and analyze trends to optimize workflows.

• Problem-Solving Mindset: Strong analytical skills to identify operational inefficiencies and implement solutions.

• Communication & Training: Ability to train teams, document processes, and ensure adherence to best practices.

• Technical Aptitude: Experience managing marketing request systems, ticketing systems, and onboarding processes is a plus.

Application Process:

To be considered for this role these steps need to be followed:

• Fill in the application form

• Record a video showcasing your skill sets