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Operations & Admin Manager

May 9, 2026

Part-time · 10 hrs/week (with room to grow) · Contractor · Remote

About us

We are an OBM and systems consultancy helping service-based business owners fix their backend chaos, build scalable systems, and reclaim their time. We're a small, expert remote team and we move fast. We need someone who can keep up.

The role

We're looking for an Operations & Admin Manager to be the backbone of our internal operations. You'll own our project management system, keep our workflows tight, support our marketing execution, and eventually help us deliver operational audits for our clients, with full training from us.

This is not a task-ticker role. We need someone who sees what needs to happen before being told, communicates without being chased, and genuinely loves building order out of chaos.

This role starts at 10 hours per week. As the business grows, so does this role. The right person needs to be open to increasing their hours over time. This is a long-term position with room to grow, not a short-term gap fill. If you're looking for something casual and capped, this isn't it.

What you'll be doing

Owning and maintaining Asana and Airtable: tasks, owners, deadlines, always up to date
Creating and managing SOPs + Customer journeys with our training
Following up with leads and moving them through our pipeline
Supporting marketing execution: social media scheduling and email campaigns
Capturing action items from team and client calls
Preparing monthly status updates and presentations for the CEO
Onboarding new team members
With training, supporting operational audits for our clients
Project and Team management
Ad hoc admin support

You're a fit if you

Have 3+ years in operations, admin, or project coordination, ideally in a digital agency or online service business
Are fluent in English: written, spoken, and comfortable on camera
Have hands-on email marketing experience (built and sent campaigns, not just theory)
Have worked with a CRM: Dubsado, ActiveCampaign, or similar
Have a proven track record of long-term commitment; we want to see roles held for 12+ months
Are available during AEST business hours (required, please don't apply if this isn't you)
Communicate proactively; you flag problems before they become problems, and you never go quiet
Highly organised: proactively manage their own workload without being chased
Comfortable working independently with minimal supervision

Communication expectations This role requires proactive, consistent communication. No chasing, no silence.

Respond to Slack messages within a few hours during agreed working hours/ same day at minimum
If you're stuck, behind, or something's not working, flag it before it becomes a problem, not after
Come to the weekly meeting prepared with a status update on all active projects, no prompting required
If you need to step away, reduce hours, or the role isn't working for you, say so early. A hard conversation is always better than going quiet
Radio silence is not acceptable. If we haven't heard from you, we'll follow up once, and that's a red flag

Tools we use Core: Airtable, ActiveCampaign, Zapier, Dubsado, Kit

Nice to know: Asana, Slack, Google Workspace, LucidChart, Claude

What we offer

Flexible remote work with real autonomy
A growing business, your role grows with it
Training in our methodology and client audit process
A small team that respects your time and your work

Read the full role description: https://docs.google.com/document/d/1UTq7jfW52ef5B-om4CeT9snyn9oi3GZi70DMuXSXoDQ/edit?usp=sharing To apply

Fill out the application form attached to this post. Please write in your own words, we will not consider fully AI-written applications. We want to know you, not a prompt: https://airtable.com/appDDujwc4Hq70KN7/paguWYnMHR1LQB2tk/form In the Other notes field, include the word "Systems" so we know you read this in full.

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...