About the Role:

We are looking for an Operations Executive on a 3-month contractual basis who can understand how our current operations work, identify gaps and inefficiencies, and actively implement improvements. This is not a role limited to routine coordination or maintaining trackers. The first month focuses on understanding existing systems while starting practical improvements. Months 2 and 3 focus on measuring how these changes work, refining them, strengthening accountability and making sure the improved systems are followed.

Month 1 – Understand, Audit & Start Implementing:

1. Study how work currently flows across teams and departments
2. Understand existing trackers, tools, reporting systems, communication processes and documentation
3. Identify operational gaps, bottlenecks, duplication of work and unclear accountability
4. Understand how tasks are assigned, tracked, followed up and closed
5. Identify gaps in timelines, ownership, handovers and internal communication
6. Recommend practical changes and begin implementing them within Month 1 itself
7. Set up or improve trackers, dashboards, SOPs or workflows wherever required
8. Establish a clear baseline to measure progress in Months 2 and 3

Expected outcome: A clear understanding of the existing operational structure, documented gaps, and initial implementation of improved systems and processes.

Month 2 – Implement, Monitor & Optimise:

1. Monitor whether the newly implemented systems and processes are being followed
2. Track adoption, effectiveness and gaps in the new workflows
3. Follow up with teams and managers to ensure accountability and timely execution
4. Adjust processes, trackers, workflows and documentation based on what is and isn’t working
5. Improve visibility around pending work, deadlines, ownership and deliverables
6. Track recurring operational issues and work towards reducing them
7. Provide regular reporting to leadership on progress and problem areas

Expected outcome: Systems and processes functioning consistently, with measurable improvements based on actual usage.

Month 3 – Stabilise, Measure & Strengthen:

1. Ensure implemented processes are consistently followed across teams
2. Measure progress against the baseline established in Month 1
3. Identify and close remaining operational gaps
4. Strengthen SOPs, trackers, dashboards and documentation based on learnings
5. Ensure clear ownership and accountability within recurring workflows
6. Reduce dependency on manual follow-ups through better systems
7. Document finalised processes so they continue to be followed internally
8. Present a summary of changes, progress, remaining gaps and recommendations

Expected outcome: A more structured, visible and sustainable operational system with documented processes and clear recommendations.

Core Responsibilities:

1. Support and improve day-to-day planning, task allocation and timeline tracking across teams
2. Maintain visibility on tasks, approvals, deliverables and deadlines
3. Coordinate with team leads to follow up on pending work and flag delays
4. Review and improve existing operational systems and workflows
5. Create, update and maintain SOPs, trackers and dashboards
6. Ensure operational information is accurately recorded and easily accessible
7. Conduct routine check-ins with teams to track progress
8. Flag inconsistencies, delays and recurring issues to the relevant managers
9. Compile productivity and workflow data into regular reports for leadership
10. Use operational data to recommend further improvements

What We Expect:

1. Look at existing systems objectively and identify what can be improved
2. Take ownership of implementing changes rather than only recommending them
3. Work independently while keeping leadership updated
4. Build systems that are practical and actually usable by teams
5. Use data and tracking to measure whether a change is working
6. Show visible month-on-month improvement in operational structure and efficiency

Required Skills:

1. Prior experience or strong exposure in operations, project coordination or agency operations
2. Strong organisational, coordination and follow-up skills
3. Ability to manage multiple tasks, teams and timelines
4. Good understanding of process improvement and workflow management
5. Working knowledge of ClickUp, Notion, Asana, Google Workspace or similar tools
6. Comfortable working with trackers, dashboards and operational data
7. Clear communication and documentation skills
8. Detail-oriented and proactive approach to problem-solving
9. Ability to work in a fast-paced, multi-team agency environment

Contract Terms:

1. This is a 3-month contractual engagement
2. The role requires month-on-month measurable progress and tangible deliverables
3. The scope may evolve based on operational requirements and findings
4. Performance will be reviewed throughout the contract based on implementation and impact
5. Conversion to a full-time role may be considered based on performance and business needs

Why This Role:

1. Work directly with the COO and Founders on improving internal operations
2. Hands-on exposure to how a growing creative and marketing agency functions
3. Work across multiple teams, workflows and client operations
4. Directly implement systems and processes rather than only support existing ones
5. Build practical experience in operations, process improvement and workflow management