Head of Operations

📋 Description

• • As the Head of Operations at Inbeat Agency Inc., you will be instrumental in architecting and implementing the operational backbone for a rapidly expanding portfolio of creative and marketing agencies. This is a pivotal role designed for a strategic thinker and hands-on builder who thrives on creating elegant, scalable systems that empower cross-functional teams and foster seamless inter-company collaboration. You will partner directly with the Chief Operating Officer (COO) and the executive leadership team to not only rebuild and redesign existing processes but also to unify them into a cohesive and efficient operating model.
• • Your primary focus will be on designing, documenting, and scaling operational systems across the entire portfolio, which currently comprises five dynamic agencies and is poised for further growth to over ten companies. This role demands a high degree of ownership, with the expectation that you will be the driving force behind creating clean, scalable workflows that support diverse teams and facilitate fluid collaboration between different entities within the portfolio.
• • A key responsibility will be to lead weekly operational sprints, engaging with department leads to meticulously identify bottlenecks, brainstorm innovative solutions, and implement improvements. The workflows you develop will be characterized by their intelligence, elegance, and clarity, supported by comprehensive documentation that ensures ease of adoption and ongoing maintenance.
• • You will be tasked with designing and implementing robust internal systems that span critical departments, including project management, sales operations, client delivery, creative operations, finance, and recruiting. This involves a deep dive into each area to understand current challenges and opportunities for optimization.
• • Collaborating closely with the COO, you will spearhead these weekly operational sprints, dedicating each session to a specific system. The objective is to ship, quality-assure, and roll out these improved systems efficiently, ensuring they meet the high standards set for the organization.
• • A significant part of your role will involve interviewing team members across various departments to gain firsthand insights into their pain points and challenges. These insights will be translated into actionable process improvements and system designs that directly address operational friction.
• • You will be responsible for building and managing comprehensive system documentation, including Standard Operating Procedures (SOPs), detailed workflows, visual process maps, and internal training materials. This ensures that all implemented systems are well-understood, consistently applied, and easily accessible to all relevant team members.
• • This role requires deep proficiency and hands-on experience with a suite of operational tools, including but not limited to ClickUp, Airtable, Zapier, Notion, Pipedrive, Loveable, Make, and n8n. You will leverage these tools to create efficient processes and automate tasks.
• • You will be instrumental in creating the architecture and process logic for internal automations and inter-tool workflows, ensuring that different systems communicate effectively and data flows seamlessly across the organization.
• • A crucial aspect of your contribution will be helping to shape the overarching portfolio operating model. This includes defining how the different agencies within the portfolio will work together, how shared services will be leveraged, and how the entire structure can scale effectively as the company continues its rapid expansion.
• • You will coordinate closely with department leads from Sales, UGC, Influencer Marketing, Creative, Account Management, and Finance to ensure the successful implementation and continuous refinement of operational systems, fostering a culture of ongoing improvement.
• • As the operations function matures and the team grows, you will eventually take on the responsibility of managing and mentoring future operations hires, building a high-performing operations team that supports the company's ambitious growth trajectory.
• • This is a unique opportunity to build the operational framework for a thriving, multi-agency portfolio from the ground up, making a tangible impact on efficiency, scalability, and overall business success in a fast-paced, entrepreneurial environment.