Agency Operations Assistant & WordPress Delivery Coordinator

ABOUT US

Ranked ( ---------- ), is a Melbourne-based digital marketing agency that builds and grows lead-generating WordPress websites for Australian businesses.

We work with local service businesses such as dentists, builders, electricians, accountants, plumbers, and other service-based businesses. Our team includes developers, content writers, bloggers, designers, and paid media specialists working across multiple countries.

We are looking for a highly organised, proactive person to help keep the website and marketing delivery moving day to day.

ABOUT THE ROLE

This is a hands-on agency coordination role with a strong focus on WordPress.

You will work closely with the business owner / Head of Operations to help:

keep projects moving in Notion
follow up with internal teams
handle practical WordPress edits
interpret client requests
check work before senior review
reduce bottlenecks across website, content, ads, and campaign-related tasks

This role sits close to the business owner and acts as a practical support layer across agency operations, delivery coordination, and WordPress task execution.

This is not a pure admin or VA role.

We need someone who is comfortable inside WordPress, can think clearly, follow up confidently, and help push work forward without constant prompting.

We are specifically looking for someone who has worked inside a digital agency environment and understands how delivery moves between teams, such as website development, landing page creation, content, blogging, and paid ads.

You do not need to be the specialist doing all of those things yourself, but you do need to understand the workflow, follow the movement of tasks, and help keep jobs progressing across divisions.

KEY RESPONSIBILITIES

Project & Delivery Coordination

Monitor and update tasks across Notion boards
Follow up with internal teams to keep work progressing
Check older or stalled tasks and help move them forward
Help ensure ownership, deadlines, and next steps are clear
Reduce the number of routine delivery questions sitting with the owner
Help coordinate the movement of tasks between teams such as development, content, blogging, landing page work, and paid ads support
Understand where a job sits in the delivery process and help push it through the next stage without unnecessary delays
WordPress Support

Make practical edits in WordPress
Update text, images, buttons, forms, and front-end sections
Create or duplicate pages
Upload and optimise media
Add micro enhancements to blogs and pages
Client Requests & QA

Review client edit requests and help turn them into clear internal actions
Check that the requested edits have been done properly
Proofread pages for spelling, grammar, layout, and formatting
Check mobile responsiveness and overall page presentation
Spot issues before work reaches senior review or the client
General Operations Support

Help organise tasks across WhatsApp, Notion, and WordPress
Support ad hoc requests from the business owner
Assist with basic research using tools like Ahrefs or Semrush when needed
Help keep websites, landing pages, blogs, and related tasks moving across teams
REQUIREMENTS

Strong written English
Solid WordPress experience
Experience with page builders like Elementor, Beaver Builder, or similar
Experience in a digital agency, SEO agency, web design agency, or similar fast-paced environment
Experience coordinating or overseeing the movement of tasks across teams such as development, content, SEO, blogging, landing pages, or paid ads
Strong understanding of how common agency deliverables move from request through to implementation and review
Strong organisational and follow-up skills
High attention to detail
Comfortable making front-end website edits without coding
Able to interpret client requests and work out what needs to happen next
Comfortable working with remote teams
Comfortable using ChatGPT, Claude, and AI tools in your workflow
Able to handle changing priorities and multiple active tasks
NICE TO HAVE

Notion experience
Experience with Australian clients or Australian English websites
Basic understanding of SEO, internal linking, landing pages, and content publishing
Familiarity with Ahrefs and Semrush
THIS ROLE IS IDEAL FOR SOMEONE WHO

likes keeping projects organised and moving
is proactive and follows up well
can jump between tasks without getting lost
enjoys practical WordPress work
notices small mistakes before they become problems
is comfortable supporting a fast-moving business owner directly
understands how agency work moves between teams and enjoys helping push jobs through from one stage to the next
THIS ROLE IS NOT FOR YOU IF

you only want a pure admin or VA role
you are not comfortable using WordPress directly
you need constant direction for every small task
you avoid follow-up or ownership
you are looking for a pure client account manager or strategy role
TIME TRACKING & KPI EXPECTATIONS

We use Toggl for time tracking and reporting, and you will be required to log your time clearly against the work completed throughout the day.

You will need to:

track time accurately in Toggl
allocate hours to the correct tasks or job categories
keep timesheets clean and up to date
provide visibility into where time is being spent
work within a KPI-per-hour structure, especially during the initial period of the role
This means we are looking for someone who is:

comfortable being accountable for time usage
organised in how they work across multiple tasks
able to show productive output across the hours worked
TO APPLY

Please send:

Your agency experience, particularly working with different divisions
A short summary of your WordPress experience
Which page builders you’ve used most
Examples of coordination / website / WordPress work you’ve done
A short explanation of how you handle tasks that are “almost complete” but still need polish