Marketing Operations Manager / Project Manager

About Us

We are a fast-growing marketing agency based in Australia, partnering with service-based businesses across multiple industries. We manage end-to-end client acquisition systems, including Facebook Ads, creative production, landing pages, reporting, and ongoing strategy.

As we scale, we are building a stronger operational backbone — and we’re looking for a highly organised, detail-driven project manager / coordinator who can help manage our fulfilment team, streamline workflows, and ensure projects run smoothly.

This role is perfect for someone who loves structure, task management, organisation, and supporting a fast-moving team. You will work closely with the Founder and act as the bridge between strategy and execution.

Role Overview

This role is responsible for managing the flow of tasks across our creative, media buying, and operations teams, ensuring deliverables are completed on time and to a high standard.

Your role is to keep the team organised, maintain task progress, assist with QA checks, prepare weekly client reports, and ensure nothing slips through the cracks.

The ideal candidate is proactive, highly organised, and comfortable working independently while supporting multiple team members. Experience in a marketing agency, project coordination, and ClickUp is highly valued.

Key Responsibilities

Coordinate daily tasks across the fulfilment team (designers, editors, media buyer, VAs).

Assign, track, and follow up on tasks through ClickUp to ensure timely delivery.

Host quick internal stand-ups when required

Keep the fulfilment team accountable to deadlines

Ensure tasks are correctly set up, structured, and clear

Maintain a smooth workflow between media buying, creative, and admin

Prepare weekly client reports including performance summaries, insights, and highlights.

Draft weekly client update messages and prepare notes for upcoming client calls.

Maintain project hygiene, documentation, and tracking

Flag blockers early and prepare solutions for the Director

Keep all moving parts aligned across multiple accounts

Assist the media buyer with pulling metrics, organising assets, and preparing creative for approval.

Conduct first-layer QA on creative and ad builds (spelling, formatting, links, sizes, structure).

Maintain brand and workflow consistency across all client accounts.

Organise and document files, briefs, and project notes inside ClickUp.

Follow briefs and instructions while proactively identifying issues or delays.

Communicate clearly with the Australian team in written and spoken English.

Track hours and productivity accurately using HubStaff.

What Success Looks Like:

Projects run smoothly, predictably, and on time

Tasks are delivered on or before deadlines

Deliverables pass QA on the first round

The Director rarely needs to chase or remind the team

The team operates with clarity and efficiency

Weekly reporting is accurate, timely, and well prepared

The Director can focus on strategy and client relationships, not admin or delivery

Desired Skills & Experience

4+ years’ experience in project coordination, operations, or client delivery — ideally in a marketing or creative agency.

Strong understanding of digital marketing tasks (Facebook Ads, creatives, reporting).

Excellent organisational skills with a strong attention to detail.

Confident in managing remote teams across multiple tasks and deadlines.

Experience using ClickUp or similar project management tools.

Strong written and spoken English (C2), with the ability to communicate professionally.

Ability to work independently, meet deadlines, and manage multiple priorities.

Comfortable with spreadsheets, reporting, and basic data organisation.

Bonus: experience in creative workflows (design, editing, ads, branding).

Secondary Competencies

Documentation & SOP improvement

Light admin for the Director when required

Assistance with internal marketing

Support for creative shoots or content days

Team culture and operational support

What We Offer

Flexible part-time hours (20 hours/week) with a clear path to full-time (40 hours/week).

A long-term role with a growing Australian marketing agency.

The opportunity to work directly with the Founder and shape our delivery operations.

Supportive environment with room for career progression into operations or project management.

Training on our internal systems, workflows, and client processes.

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