AI Operations Lead

Location: Remote (Must have availability to collaborate across GMT and EST time zones)

Overview

Demandflow, a fast-growing design and Webflow agency, is hiring an AI Operations Lead to own the operational backbone of the agency and to bake AI into how it runs. In this role, you'll be the dedicated owner of the systems, tooling, automations, and AI-assisted workflows that keep delivery, client, and business operations running cleanly. You'll work across ClickUp hygiene, client portals, access management, invoicing, SOPs, AI-assisted automations, and project kickoff admin, designing the layer that lets the rest of the team focus on the work itself.



You'll be the connective tissue across the agency: the default owner of operational residue, and the person who turns repeat tasks into systems (and increasingly, agents) that don't need to be done again.

Reporting to Head of Client Delivery.

This role requires native / fluent English, strong written communication, and genuine fluency with AI tools and modern operations tooling. It's built for someone who'd rather build a system once than do the same task twice, and who stays close to what's shipping at the frontier of AI tooling so we don't.

How the role fits with the team

The Head of Client Delivery leads the delivery function and owns quality, team performance, account direction, and margin.

Project Leads lead the work on client projects. They own the client relationship, creative direction, and project-level delivery.

The AI Operations Lead runs the operational layer underneath both, so the team can focus on craft and client work. Scope is horizontal across five operational areas: Delivery Ops, Account Ops, Sales Ops, Marketing Ops, and Business Ops.

You'll work daily with Project Leads, report into the Head of Client Delivery, partner with the CEO on sales operations and invoicing, and collaborate with the Technical Lead on QA and automation tooling.

Key Responsibilities

Operational Backbone & Systems

Own ClickUp as the agency's source of truth: naming conventions, statuses, assignments, dates, and templates
Run the agency's ops platform day-to-day: data hygiene, project status accuracy, and reports
Keep the SOP library and Knowledge Hub current and trustworthy
Maintain Figma workspace hygiene: naming, access, client files vs scratchpads
Run the commercial asset library: case studies, testimonials, logos, client permissions, and metric screenshots
Maintain the shareable-projects register: which client work we can publicly reference and which we can't


Project & Account Operations

Set up every new project: ClickUp folder from template, client portal, Slack channel canvas, and kickoff prep pack for the Project Lead
Translate revision rounds from Project Leads into assigned ClickUp tasks scheduled into the project plan
Run pre-QA and pre-launch verification checklists before sign-off
Run the close-out checklist on every project: feedback ask, testimonial prompt, case study flag, archive
Keep client portals and Slack canvases current with staging URLs, Figma links, SOWs, contacts, and meeting cadence


Team & Tooling Operations

First responder for tool access, permissions, and seats across the stack (Webflow, Figma, 1Password, Slack, ClickUp, Teams, and the rest), via a dedicated #ops-requests channel
Run new-starter onboarding: provision tool accounts, run the first-week checklist, book recurring meetings
Run leaver offboarding: full access revocation within 24 hours of last day, plus knowledge handoff
Monthly tool seat audit and quarterly SaaS spend review with the CFO


AI-Assisted Workflows

Operate the agency's live automation library: daily Project Lead digest, Call action-item routing into ClickUp, transcript-to-SOP drafting, pre-QA agent, weekly client-update drafter, pre-launch verification
Monitor automations for failures, resolve or escalate
Flag patterns where new automation would replace repeated manual work. Anything done manually three or more times is a candidate


Reporting & Cadence

Daily: utilisation checks, EOD update audit, ---------- sweep, client channel pulse
Weekly: blocker triage, delivery scorecard, retainer status updates, scope-creep watch, Friday invoicing run, week-in-review
Monthly: retainer check-ins, SaaS spend review, case study pipeline check, 30/60/90 check-ins for new starters
Quarterly: client NPS survey, retainer renewal prep, contract renewal tracking, client-side team change audit


What we're looking for



Systems & Operations Mindset

Proven experience running operations inside an agency, consultancy, or fast-moving services business
A reflex to build once and reuse: every third manual repetition becomes a template, SOP, or automation
Comfort owning the in-between work, where the question is "who picks this up?"
A documentation reflex. Notes, runbooks, SOPs. Written output is a core part of the role


AI & Automation Fluency

Genuine, daily fluency with AI tools. You reach for them before defaulting to manual work, and you stay close to what’s shipping at the frontier
Comfort operating LLM-driven workflows and spotting where new ones would save repeated effort
Curiosity for how automations are built, even if you're not building them yourself
Active interest in working somewhere that ships AI as part of the operating model, not just as a feature in client work


ClickUp & Tooling Expertise

Strong ClickUp experience: workspaces, automations, templates, dashboards
Comfort across the modern B2B operations stack: Slack, Figma, 1Password, Teams, and similar
Confidence picking up new tools quickly


Communication & Coordination

Excellent written communication. You're often the connector between teams, clients, and tools
Ability to route what you don't action yourself, and chase until the right owner closes the loop
Confident escalating early and flagging cleanly when something needs leadership input


Attention to Detail & Quality Focus

A meticulous approach to data hygiene, project records, and process consistency
Ability to spot drift early (naming inconsistencies, stale statuses, scope creep) and pull things back into shape


Initiative & Ownership

Strong instinct to take the ball and run with it when leadership says "make this happen"
Comfort working autonomously across multiple operational areas without daily oversight


Nice to haves

Prior experience inside a B2B marketing or design agency
Familiarity with Webflow
Experience with Attio, Stripe, HubSpot, or similar B2B operations tooling
Light invoicing or accounting fluency (we work alongside an external accountant)


Who this role is perfect for

Someone who turns operational chaos into systems that just work, and gets a real kick out of removing a problem permanently rather than fixing it twice.



A natural connector who likes being the person every team can rely on to make things move, but who'd rather build the rail than carry every train themselves.



Someone genuinely on the cutting edge of AI tooling, who already uses these tools daily, watches what’s shipping at the frontier, and wants to work somewhere that wires them into how the agency actually operates.



Why Demandflow?

Demandflow is a team of senior designers, developers, and marketing strategists helping high-growth B2B startups and scale-ups build impactful branding, high-performance websites, and strategic creative. We connect design, development, and marketing execution to help brands turn ideas into pipeline.



Our Team Values

Stay Curious, Keep Learning. Every project is a chance to experiment, improve, and refine our craft.

Collaborate Without Ego. We share knowledge openly and work together to create the best possible outcomes.

Take Ownership. We take initiative, problem-solve, and push projects forward.

Obsess Over the Details. Small details make all the difference in delivering exceptional design and development.



What we offer

25 days paid leave
Flexible working hours to support a healthy work-life balance
Work alongside senior designers, developers, and strategists
Collaborate with fast-growing scaleups and enterprise companies
Rapid career progression opportunities based on performance and impact