- We are looking for a highly organized, systems-driven Project Delivery & Systems Manager who will take ownership of project delivery, workflow management, process implementation, documentation, reporting, and internal systems.
- We need someone who can build structure, enforce accountability, improve processes, ensure team members use company systems correctly, and provide leadership over project execution.
- The ideal candidate understands website projects, project management methodologies, CRM systems, SOP creation, and team coordination.
Core Mission
- Your primary responsibility is to ensure that every project, process, and system within the agency is organized, documented, tracked, and functioning efficiently.
- You will be responsible for creating visibility, accountability, and operational excellence across the business.
Key Responsibilities
Project Delivery:
- Manage all client projects from onboarding to launch
- Create project plans, timelines, milestones, and deliverables
- Monitor project progress daily
- Identify bottlenecks and resolve them proactively
- Escalate project risks before deadlines are affected
- Ensure projects are delivered on schedule Systems Management
- Own and manage our CRM
- Ensure all team members actively use company systems
- Monitor task completion and project updates
- Build dashboards and reporting systems
- Improve workflows and automation
- Create accountability structures across departments Documentation & Process Management
- Build and maintain SOPs
- Maintain internal documentation systems
- Improve agency workflows
- Ensure processes are followed consistently
- Continuously identify opportunities for efficiency improvements Team Coordination
- Lead project meetings
- Assign and track tasks
- Coordinate communication between departments
- Follow up on delayed tasks
- Monitor team workloads and capacity Reporting
- Provide weekly management reports
- Report project status, risks, bottlenecks, and team performance
- Develop KPI dashboards
- Create visibility for leadership.
Required Qualifications
- Minimum 3 years of project management experience
- Experience working in a web design, digital marketing, software, or creative agency
- Strong understanding of WordPress websites
- Familiarity with WooCommerce
- Experience using project management software
- Experience creating SOPs and documentation
- Excellent organizational skills
- Strong communication and leadership abilities
- Strong analytical and problem-solving skills
- Experience implementing systems and processes
- Experience with ClickUp, Monday.com, Asana, Jira, Trello, Zoho Projects, or similar systems.
Preferred Qualifications:
- Understanding of website hosting and maintenance
- Experience managing remote teams
- Familiarity with Agile methodologies.
Success Metrics:
Within the first 60 days:
- All active projects properly tracked
- Project dashboards fully implemented
- Team task compliance above 90%
- Documentation system updated and maintained
- Weekly reporting system established
- Project delays reduced significantly
- Clear project visibility for leadership.
