Operations Manager

Overview

Happy Medium is a team of creators, strategists, and problem-solvers united by a shared purpose: helping organizations grow through clarity, creativity, and technology. While operating as a full-service marketing and digital agency, Happy Medium also leads the development of innovative products, including Ever Dwell, a software that streamlines Housing Finance Agency operations to help increase loan volume and convert more home buyers into homeowners for state agencies across the country.

We apply the same strategy-first approach to our own business that we bring to our clients, combining insight, design, and data to build measurable impact. Our work aims to deliver proven ROI, helping clients increase profit, efficiency, and peace of mind. Happy Medium values curiosity, happiness, integrity, teamwork, and a workplace that is high-performing and human. We support an inclusive environment where every teammate is respected, supported, and valued.

ROLE OVERVIEW

The Operations Manager is the backbone of agency efficiency — ensuring our systems, processes, and tools work together seamlessly. You’ll transform strategy into structure, turning ideas into action and ensuring our team is aligned, deadlines are met, and operational details are handled. This is a 1099 contractor position (10–20 hours/week) ideal for someone who loves agency operations, is tech-savvy, detail-driven, and finds satisfaction in keeping the trains running on time.

• Systems & Process Management
  • Maintain and improve agency systems (Workamajig, Slack, and Google Workspace).
  • Audit and document workflows for finance, project management, onboarding, and client reporting.
  • Create and enforce checklists, templates, and operational SOPs.
  • Ensure processes are followed consistently across all teams.
• Resource & Capacity Coordination
  • Track team workload, deadlines, and capacity forecasts.
  • Identify bottlenecks early and proactively communicate solutions.
  • Support projects’ flow across strategy, creative, media, and client service teams.
• Finance & Reporting Support
  • Coordinate invoicing, expense tracking, and vendor payments with leadership.
  • Maintain financial hygiene across systems.
  • Generate simple weekly reports on utilization, project profitability, and operational KPIs.
• Accountability & Administration
  • Run internal operations meetings and follow up on action items.
  • Ensure compliance with PTO, out-of-office, and time entry policies.
  • Manage vendor agreements, subscriptions, and onboarding checklists.

• 3–7 years of experience in agency operations, traffic management, or project coordination.
• Familiar with Slack, and Google Workspace.
• Strong grasp of process documentation and workflow optimization.
• Financial awareness (understanding utilization, margins, and invoicing cycles).
• Excellent communication and follow-through — keeps everyone accountable without creating friction.
• Self-motivated, proactive, and comfortable managing their own priorities.
• Personality that complements a visionary, fast-moving owner (likely Si or Sc on DiSC).

• Audit and document 5–10 core operational processes.
• Establish a weekly reporting rhythm for project status and financial hygiene.
• Increase compliance with existing systems (Pulse Boards, invoicing, etc.) to >90%.
• Identify and solve recurring bottlenecks that slow the team down.
• System compliance: 90% of projects and Pulse Boards are up to date and accurate.
• Process clarity: 10 key agency workflows documented and actively used by the team.
• Financial accuracy: 100% of invoices and expense reports processed correctly and on time.
• On-time delivery: 95% of client work and internal projects meet deadlines.
• Owner leverage: ≥10 hours per week of CEO time reclaimed from operational work.
• Communication accountability: 100% of meeting action items followed up within one week.

• Hours:
  
  10–20 hours per week
• Job Type: Contract
• Pay: $30.00 per hour