AI-Driven Operations Manager

AI-Driven Operations Manager

Daily Rhythm:Mon–Fri · Check-in: 6:00–8:00 AM MST · Check-out: 5:00–7:00 PM MST (Launch & workshop weeks are all-hands-on-deck)Compensation Canadian Dollars: 2,000 - 4,000 CADSourcing Location:Canada, South Africa(Not Mexico or Colombia)

Role Overview

This isnota traditional Operations Manager role. You are not joining a mature corporation to inherit established processes and keep the status quo. You are joining a high-growth, 7-figure company where many of the systems that powered early growth now need to be completely rebuilt for our next stage of scale.

Your mission is toconnect the dots and build the next version of how this company operates. You will take what is currently scattered across tools, founders, and directors, and turn it into a single, scalable operating system that runs flawlessly without depending on any single individual.

AI (Claude systems, custom agents, automations via Zapier/Make/GHL) will be your daily toolkit. Your immediate instinct for every recurring issue must be:"What system solves this permanently?"

The Core Mission

To turn everything built to date into a self-sustaining engine.

Core Outcome:Operations run accurately, on time, and without leadership needing to chase or micromanage. Every recurring process is converted into a durable system that functions seamlessly regardless of team member presence.

Key Areas of Ownership

1. Billing & Payment Operations (The Anchor)
* Daily Reconciliation:Record every transaction to the exact date, matched daily against Stripe with weekly validation to achieve zero errors.
* Disputes & Refunds:End-to-end management of chargebacks, refunds, and payment disputes inside processor deadlines. Zero missed windows.
* Failed Payments:Detect card declines early, execute recovery workflows, and align platform/member access directly to payment status.
* Commission Audits:Protect commission integrity by auditing sales before payouts so closers are compensated strictly on collected cash.
* OPEX Optimization:Track software spend, reconcile subscription accounts, and flag duplicate/unused tools before renewal.
* Data Handoff:Maintain pristine financial data and hand off clean numbers to the Head of Operations.

2. Systems, Automation & AI (The Engine Room)
* Process Automation:Continuously audit manual workflows and replace them with AI tools, agents, or automated triggers (Zapier, Make, GHL, Claude).
* SOP Library:Build and maintain an exhaustive SOP documentation library so new team members can execute processes autonomously.
* Weekly Shipping:Test and ship at leastone permanent operational improvement every week.
* Project Leadership:Spearhead operational builds including Stripe merges, system migrations, dashboard implementations, and internal AI agents.

3. Customer & Team Coordination
* Helpdesk Management:Own Freshdesk routing and queues, ensuring all tickets receive a response within 24 hours (hands-on during launch windows).
* Client Retention:Monitor client health stages in Monday.com (New→Onboarding→Active→At-Risk) to re-engage at-risk clients early.
* Company Calendar:Maintain the central company schedule across all programs as the single source of truth; proactively prevent time-zone friction.
* Meeting Logistics:Prepare agendas, manage recordings, capture notes, and track action items through to completion.
* Access & Workspace Admin:Manage team tool logins, maintain Slack and Google Drive hygiene, and support candidate communication.

4. Program & Fulfillment Support
* Fulfillment Operations:Provide direct execution support to the Head of Fulfillment across all active programs.
* Cohort Onboarding:Execute friction-free onboarding flows for new cohorts, updating playbooks and maintaining automated reminders.
* Backend Delivery:Partner with Customer Success to configure backend spaces, resolve technical bottlenecks, and keep delivery assets up to date.

5. Marketing, Brand & Sales Enablement
* Pipeline Efficiency:Build workflows and automation that eliminate operational bottlenecks for growth teams.
* Asset & Workflow Delivery:Keep Brand and Marketing managers stocked with required tools, assets, and AI workflows.
* CRM Hygiene:Audit GoHighLevel (GHL) to fix missing leads, dead follow-up sequences, or broken triggers; feed verified data to Billing.
* Scalable Systems:Construct content batching, repurposing, and scheduling systems, training respective team leads to run them independently.

Ideal Candidate Profile
* Proven Systems Builder:Experience building or re-engineering operations in a high-growth startup or agency environment.
* AI-Native Mindset:Fluent with AI tools (Claude, ChatGPT, AI agents) and workflow automation software (Zapier, Make, GHL).
* Detail-Obsessed & Analytical:Extreme precision when managing financial data, CRM hygiene, and calendar logistics.
* Proactive Ownership:You don't wait for instructions; you identify operational friction, design the solution, build it, and docume