Client Operations Manager Needed
Budget / SalaryHourly project
TypeFreelance project
LocationRemote
Posted1 hour ago
We are Willix AI, a growing AI-powered marketing agency based in Clovis, California.
Please do not call our business, email our team directly, or book an appointment .
I personally review applications and will reach out through Upwork if I believe you may be a good fit.
A 2–3 minute video introduction in English is required. Applications without a video will not be considered.
About Willix AI
Willix AI is a rapidly growing digital marketing and AI automation agency currently serving approximately 30 clients, primarily in home services, construction, HVAC, plumbing, roofing, beauty, insurance, and other service-based industries.
Our services include:
* Website development using Lovable
* SEO and AI Search Optimization (GEO)
* Google Ads and Meta Ads
* AI receptionists and conversational AI
* Google Business Profile optimization
* Google review automation
* CRM automation and lead management through GoHighLevel
We have dedicated fulfillment teams responsible for delivering these services.
As we continue growing, we anticipate expanding our operations department with additional Client Account Managers, Onboarding Specialists, and Client Success team members.
This is not a traditional virtual assistant position. We are looking for someone with agency experience, leadership potential, excellent communication skills, and the ability to manage multiple client accounts independently.
The Role
You will become the central point of communication between our clients, fulfillment teams, and agency owner.
Our expectation is that you eventually understand our clients, their needs, and the day-to-day status of their accounts better than the agency owner does.
The agency owner focuses primarily on sales, partnerships, and business growth.
Your responsibility is to ensure our existing clients are taken care of, projects move forward, and the owner always knows what’s happening across the agency.
You will not be responsible for performing SEO, building websites, or managing advertising campaigns.
You will be responsible for ensuring our fulfillment teams have everything they need to complete their work successfully.
Key Responsibilities
1. Client Account Ownership
This is the most important responsibility of the position.
You must develop a thorough understanding of every client account, including:
* Who the client is and what their business does.
* Which services they receive from Willix AI.
* Their goals, expectations, and priorities.
* What our fulfillment teams are currently working on.
* Completed, pending, and overdue deliverables.
* Outstanding client requests and required information.
* Account performance and reporting updates.
* Potential client concerns or retention risks.
* Next steps for each account.
The agency owner should be able to ask you about any client at any time, and you should be able to provide an accurate update.
You will maintain account visibility through ClickUp and regular communication with our fulfillment teams.
2. New Client Onboarding
You will lead the onboarding process after our sales team closes a new client.
Responsibilities include:
* Schedule and conduct client onboarding calls.
* Walk clients through our onboarding questionnaire.
* Collect business information, branding, services, service areas, FAQs, and other required materials.
* Coordinate access to Google Business Profiles, Google Ads, Meta Business Manager, and other necessary platforms.
* Guide clients through Google Business Profile verification when required.
* Ensure all necessary information is collected before fulfillment begins.
* Coordinate handoffs to the appropriate team members.
* Monitor onboarding progress and follow up on outstanding items.
You must be comfortable leading professional calls with US business owners.
Account access must be granted through approved invitation and permission processes. We do not request client passwords.
3. Client Photos, Videos & Google Drive
Our website, SEO, and advertising teams regularly need photos, videos, and other marketing materials from clients.
We need someone who proactively follows up rather than waiting for clients to send information.
4. Fulfillment Team Coordination & Accountability
We have dedicated teams responsible for:
* Website development
* SEO / GEO
* Google Ads and Meta Ads
* AI receptionists and automations
* Google Business Profile optimization
Each fulfillment team member is responsible for managing and updating their own assigned tasks in ClickUp.
You are not expected to perform their work or update their tasks for them.
Your responsibility is to:
* Monitor project progress across client accounts.
* Ensure team members are maintaining accurate ClickUp updates.
* Identify overdue tasks and project blockers.
* Follow up with the responsible team members.
* Coordinate between clients and fulfillment teams.
* Ensure completed work is communicated to clients.
* Escalate unresolved issues when necessary.
* Keep the agency owner informed of important developments.
We want someone who can hold people accountable professionally without micromanaging.
5. Client Communication & Relationship Management
You will serve as the primary point of contact for routine client communication.
Responsibilities include:
* Responding to client emails, calls, and messages.
* Providing proactive project updates.
* Coordinating client requests and changes.
* Scheduling client meetings.
* Managing the agency owner’s calendar.
* Following up on outstanding approvals and required information.
* Ensuring clients feel informed and supported.
* Identifying potential dissatisfaction before it becomes a larger issue.
You will communicate through a company-provided email address using your own name and title.
Our clients should feel confident that someone is consistently looking after their accounts.
6. Client Reporting & Monthly Meetings
Our fulfillment teams provide ongoing performance reports.
You will:
* Review reports prepared by our SEO, GEO, and paid advertising teams.
* Coordinate and conduct routine monthly client reporting calls.
* Communicate high-level campaign performance and progress.
* Explain completed work and upcoming priorities.
* Document client questions and requests.
* Route technical questions to the appropriate specialists.
* Follow up on action items after client meetings.
You do not need to be a technical SEO or advertising expert.
However, you must understand digital marketing well enough to confidently discuss performance and progress with business owners.
Training and reporting templates will be provided.
7. Weekly Executive Operations Reporting
You will meet with the agency owner every Monday to provide a comprehensive overview of client operations.
8. ClickUp & Process Improvement
ClickUp is our primary project management system.
We are looking for someone who can improve systems, not simply follow existing processes.
Leadership & Growth Opportunity
We are building an agency designed to scale well beyond our current 30 clients.
Our goal is to develop a strong operations department that can support 100+ client accounts.
Your focus is client operations, fulfillment coordination, client satisfaction, and retention.
Required Qualifications
We are looking for someone with:
* Excellent spoken and written English — required.
* Experience in a client-facing digital marketing agency role.
* Experience managing multiple client accounts simultaneously.
* Strong project management and organizational skills.
* Experience with ClickUp, GoHighLevel, or comparable platforms.
* Understanding of SEO, Google Ads, Meta Ads, websites, and CRM systems.
* Experience leading professional client meetings.
* Strong follow-through and attention to detail.
* Ability to coordinate remote teams and hold team members accountable.
* A proactive, solutions-oriented mindset.
* Availability during required Pacific Time meetings.
Schedule & Availability
20 hours per week guaranteed, with up to 25 hours authorized when workload requires it.
Required weekly meetings (Pacific Time):
Day Time Meeting
Monday 9:00 AM Website Builds & Fulfillment
Monday 10:00 AM One-on-One With Agency Owner
Thursday 9:00 AM SEO / GEO Team
Friday 10:00 AM Paid Advertising Team
Client calls are scheduled between 9:00 AM and 4:00 PM Pacific Time, generally with 1–2 days’ advance notice.
Outside of scheduled meetings and client calls, you will have flexibility in organizing your work hours.
Hours are logged manually with a brief description of completed work. No desktop activity tracker is required.
Tools We Use
* ClickUp
* GoHighLevel (GHL)
* Lovable
* Google Drive
* Microsoft 365 / Outlook
* Google Business Profile
* Google Ads
* Meta Business Manager
You do not need to be an expert in every platform, but you must be comfortable learning new systems quickly.
How to Apply
A 2–3 minute English video introduction is required.
Please answer the following questions:
1. How many client accounts have you managed simultaneously?
2. Describe your experience managing operations for a digital marketing agency.
3. What is your experience with ClickUp and GoHighLevel?
4. How would you stay informed about the status of 30+ clients without constantly asking the agency owner for updates?
5. How do you handle fulfillment team members who fail to update their tasks or meet deadlines?
6. Have you previously managed or trained other account managers or operations personnel?
7. Can you attend our required weekly meetings during Pacific Time?
8. What is your hourly rate for 20–25 hours per week?
Please include your video introduction with your application. Applications without a video will not be considered.
Final Application Instructions
Please do not contact Willix AI directly, call our business, email our team, or schedule an appointment on my calendar.
Please do not call our business, email our team directly, or book an appointment .
I personally review applications and will reach out through Upwork if I believe you may be a good fit.
A 2–3 minute video introduction in English is required. Applications without a video will not be considered.
About Willix AI
Willix AI is a rapidly growing digital marketing and AI automation agency currently serving approximately 30 clients, primarily in home services, construction, HVAC, plumbing, roofing, beauty, insurance, and other service-based industries.
Our services include:
* Website development using Lovable
* SEO and AI Search Optimization (GEO)
* Google Ads and Meta Ads
* AI receptionists and conversational AI
* Google Business Profile optimization
* Google review automation
* CRM automation and lead management through GoHighLevel
We have dedicated fulfillment teams responsible for delivering these services.
As we continue growing, we anticipate expanding our operations department with additional Client Account Managers, Onboarding Specialists, and Client Success team members.
This is not a traditional virtual assistant position. We are looking for someone with agency experience, leadership potential, excellent communication skills, and the ability to manage multiple client accounts independently.
The Role
You will become the central point of communication between our clients, fulfillment teams, and agency owner.
Our expectation is that you eventually understand our clients, their needs, and the day-to-day status of their accounts better than the agency owner does.
The agency owner focuses primarily on sales, partnerships, and business growth.
Your responsibility is to ensure our existing clients are taken care of, projects move forward, and the owner always knows what’s happening across the agency.
You will not be responsible for performing SEO, building websites, or managing advertising campaigns.
You will be responsible for ensuring our fulfillment teams have everything they need to complete their work successfully.
Key Responsibilities
1. Client Account Ownership
This is the most important responsibility of the position.
You must develop a thorough understanding of every client account, including:
* Who the client is and what their business does.
* Which services they receive from Willix AI.
* Their goals, expectations, and priorities.
* What our fulfillment teams are currently working on.
* Completed, pending, and overdue deliverables.
* Outstanding client requests and required information.
* Account performance and reporting updates.
* Potential client concerns or retention risks.
* Next steps for each account.
The agency owner should be able to ask you about any client at any time, and you should be able to provide an accurate update.
You will maintain account visibility through ClickUp and regular communication with our fulfillment teams.
2. New Client Onboarding
You will lead the onboarding process after our sales team closes a new client.
Responsibilities include:
* Schedule and conduct client onboarding calls.
* Walk clients through our onboarding questionnaire.
* Collect business information, branding, services, service areas, FAQs, and other required materials.
* Coordinate access to Google Business Profiles, Google Ads, Meta Business Manager, and other necessary platforms.
* Guide clients through Google Business Profile verification when required.
* Ensure all necessary information is collected before fulfillment begins.
* Coordinate handoffs to the appropriate team members.
* Monitor onboarding progress and follow up on outstanding items.
You must be comfortable leading professional calls with US business owners.
Account access must be granted through approved invitation and permission processes. We do not request client passwords.
3. Client Photos, Videos & Google Drive
Our website, SEO, and advertising teams regularly need photos, videos, and other marketing materials from clients.
We need someone who proactively follows up rather than waiting for clients to send information.
4. Fulfillment Team Coordination & Accountability
We have dedicated teams responsible for:
* Website development
* SEO / GEO
* Google Ads and Meta Ads
* AI receptionists and automations
* Google Business Profile optimization
Each fulfillment team member is responsible for managing and updating their own assigned tasks in ClickUp.
You are not expected to perform their work or update their tasks for them.
Your responsibility is to:
* Monitor project progress across client accounts.
* Ensure team members are maintaining accurate ClickUp updates.
* Identify overdue tasks and project blockers.
* Follow up with the responsible team members.
* Coordinate between clients and fulfillment teams.
* Ensure completed work is communicated to clients.
* Escalate unresolved issues when necessary.
* Keep the agency owner informed of important developments.
We want someone who can hold people accountable professionally without micromanaging.
5. Client Communication & Relationship Management
You will serve as the primary point of contact for routine client communication.
Responsibilities include:
* Responding to client emails, calls, and messages.
* Providing proactive project updates.
* Coordinating client requests and changes.
* Scheduling client meetings.
* Managing the agency owner’s calendar.
* Following up on outstanding approvals and required information.
* Ensuring clients feel informed and supported.
* Identifying potential dissatisfaction before it becomes a larger issue.
You will communicate through a company-provided email address using your own name and title.
Our clients should feel confident that someone is consistently looking after their accounts.
6. Client Reporting & Monthly Meetings
Our fulfillment teams provide ongoing performance reports.
You will:
* Review reports prepared by our SEO, GEO, and paid advertising teams.
* Coordinate and conduct routine monthly client reporting calls.
* Communicate high-level campaign performance and progress.
* Explain completed work and upcoming priorities.
* Document client questions and requests.
* Route technical questions to the appropriate specialists.
* Follow up on action items after client meetings.
You do not need to be a technical SEO or advertising expert.
However, you must understand digital marketing well enough to confidently discuss performance and progress with business owners.
Training and reporting templates will be provided.
7. Weekly Executive Operations Reporting
You will meet with the agency owner every Monday to provide a comprehensive overview of client operations.
8. ClickUp & Process Improvement
ClickUp is our primary project management system.
We are looking for someone who can improve systems, not simply follow existing processes.
Leadership & Growth Opportunity
We are building an agency designed to scale well beyond our current 30 clients.
Our goal is to develop a strong operations department that can support 100+ client accounts.
Your focus is client operations, fulfillment coordination, client satisfaction, and retention.
Required Qualifications
We are looking for someone with:
* Excellent spoken and written English — required.
* Experience in a client-facing digital marketing agency role.
* Experience managing multiple client accounts simultaneously.
* Strong project management and organizational skills.
* Experience with ClickUp, GoHighLevel, or comparable platforms.
* Understanding of SEO, Google Ads, Meta Ads, websites, and CRM systems.
* Experience leading professional client meetings.
* Strong follow-through and attention to detail.
* Ability to coordinate remote teams and hold team members accountable.
* A proactive, solutions-oriented mindset.
* Availability during required Pacific Time meetings.
Schedule & Availability
20 hours per week guaranteed, with up to 25 hours authorized when workload requires it.
Required weekly meetings (Pacific Time):
Day Time Meeting
Monday 9:00 AM Website Builds & Fulfillment
Monday 10:00 AM One-on-One With Agency Owner
Thursday 9:00 AM SEO / GEO Team
Friday 10:00 AM Paid Advertising Team
Client calls are scheduled between 9:00 AM and 4:00 PM Pacific Time, generally with 1–2 days’ advance notice.
Outside of scheduled meetings and client calls, you will have flexibility in organizing your work hours.
Hours are logged manually with a brief description of completed work. No desktop activity tracker is required.
Tools We Use
* ClickUp
* GoHighLevel (GHL)
* Lovable
* Google Drive
* Microsoft 365 / Outlook
* Google Business Profile
* Google Ads
* Meta Business Manager
You do not need to be an expert in every platform, but you must be comfortable learning new systems quickly.
How to Apply
A 2–3 minute English video introduction is required.
Please answer the following questions:
1. How many client accounts have you managed simultaneously?
2. Describe your experience managing operations for a digital marketing agency.
3. What is your experience with ClickUp and GoHighLevel?
4. How would you stay informed about the status of 30+ clients without constantly asking the agency owner for updates?
5. How do you handle fulfillment team members who fail to update their tasks or meet deadlines?
6. Have you previously managed or trained other account managers or operations personnel?
7. Can you attend our required weekly meetings during Pacific Time?
8. What is your hourly rate for 20–25 hours per week?
Please include your video introduction with your application. Applications without a video will not be considered.
Final Application Instructions
Please do not contact Willix AI directly, call our business, email our team, or schedule an appointment on my calendar.
Apply on Freelancer →
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