ClickUp Consultant

ClickUp Expert – Workflow & Best Practices Consultant

Type: Project-Based Gig | Independent Contractor
Project Length: 3 weeks (fixed timeline)
Pay Structure: Fixed project price, paid out in milestones upon completion of agreed deliverables
Location: Remote | (U.S. Eastern Time availability preferred for live working sessions)
Engagement: Defined-scope consulting project with potential for ongoing retainer support after completion

About ----------
---------- is a leading provider of business book summaries, delivering professional, high-quality insights in text and audio formats. We help professionals stay current and competitive by distilling the best ideas from today’s bestselling business books. ---------- is a subsidiary of Soundview, Inc.

Position Summary
---------- is seeking a seasoned ClickUp Expert to help us design, implement, and optimize ClickUp as the central operating system for our content production, marketing, and editorial workflows. This is a focused, 3-week project-based engagement with a fixed price paid out in milestones. The goal: set up scalable best practices, custom workflows, automations, dashboards, and team adoption frameworks that our team can confidently run on once your engagement concludes.
You’ll work directly with our leadership and operations team to audit our current processes, recommend a clean architecture (Workspaces, Spaces, Folders, Lists, and Statuses), and build out the structures, templates, automations, and reporting we need to manage book summary production, freelancer coordination, marketing campaigns, and cross-team projects.
We value both the skills and dedication of our team. We’re looking for someone proactive, inquisitive, and confident enough to speak up—even when it’s tough. To support a strong outcome, we will provide context, access, and decision-makers on demand so you can move quickly.
You’ll have access to stakeholders, but success here requires independence, accountability, and initiative. We expect you to take ownership of the build, do your own research when needed, and adopt a “whatever it takes” attitude to deliver a system our team will actually use.

What we expect:
- Share feedback, ideas, and insights to improve our operations
- Recommend tools, integrations, or training to boost team impact
- Contribute creative thinking on workflow design and automation
- Stay focused on practical, adoption-ready results that benefit the team
If that sounds like you—and you have the skills we need—we’d love to hear from you.

Key Responsibilities
Workspace Audit & Architecture
• Audit our existing ClickUp setup (or current tools/processes) and identify gaps, redundancies, and opportunities.
• Design a scalable hierarchy of Workspaces, Spaces, Folders, and Lists that maps to how our teams actually work.
• Define standardized statuses, priorities, tags, and naming conventions across the workspace.

Workflow & Template Build-Out
• Build reusable task templates and list templates for recurring workflows (book summary production, marketing campaigns, editorial calendar, freelancer assignments, etc.).
• Configure custom fields, custom task types, dependencies, and relationships to reflect real-world handoffs.
• Set up forms for intake requests (e.g., new book titles, content requests, freelancer onboarding).

Automations & Integrations
• Build automations to eliminate manual hand-offs (status changes, assignments, due-date logic, recurring tasks, notifications).
• Configure integrations with our existing stack (Microsoft 365, SharePoint, Outlook, and other tools as relevant).
• Recommend and configure AI features within ClickUp where they provide clear value.

Dashboards & Reporting
• Build role-based dashboards for leadership, project managers, and individual contributors.
• Configure views (List, Board, Calendar, Gantt, Timeline, Workload) tuned to each team’s needs.
• Set up reporting on throughput, capacity, deadlines, and bottlenecks.

Documentation, Training & Handoff
• Document the workspace structure, conventions, and “how we work in ClickUp” so the team has a clear reference.
• Lead live training sessions (recorded) for tea ---------- mbers and managers.
• Provide a clean handoff package so our team can confidently operate the system independently.

Qualifications
• 3+ years of hands-on experience configuring and administering ClickUp at the Workspace level (not just using it as an end user).
• Demonstrated track record of building ClickUp from scratch or overhauling existing setups for small-to-mid-sized teams.
• Deep knowledge of ClickUp features: Spaces, custom fields, custom task types, automations, dashboards, forms, docs, goals, and views.
• Experience designing workflows for content production, editorial, marketing, or media operations is strongly preferred.
• Strong process-design mindset—able to translate messy real-world processes into clean, scalable structures.
• Excellent written and verbal communication in English; able to lead training and write clear documentation.
• Self-directed, responsive, and comfortable working with U.S.-based stakeholders.
• ClickUp Admin Certificate is a plus.
• Must have your own computer and a reliable internet connection.

Contract Terms
• Independent contractor engagement—defined-scope, project-based.
• Fixed project price agreed upon before kickoff, paid out in milestones tied to completion of agreed deliverables.
• 3-week project timeline with clear milestones and deliverables defined in a Statement of Work.
• Must provide your own computer and maintain appropriate tools for remote work.
• ---------- will provide ClickUp admin access and any necessary credentials for integrated systems.
• Potential for ongoing retainer support after the initial build is complete.

Interview Process

If you would like to work with us on this project, respond directly to this job description with:
- A brief overview of your ClickUp consulting experience, including 1–2 examples of past workspace builds (anonymized if needed).
- Your proposed fixed price for a 3-week engagement of this scope, along with a suggested milestone breakdown.
- Links to any ClickUp certifications, portfolio pieces, references, or LinkedIn profile.
If we feel you may be a good fit, we will follow up with:
- A short discovery call (Zoom or Microsoft Teams) to walk through your experience and our needs.
- A scoping conversation to finalize deliverables, milestones, and pricing before signing a Statement of Work.