Marketing Operations Manager

About UMAEZ UMAEZ builds, launches and scales direct-to-consumer brands it owns outright, including GODA. Every revenue function sits in-house, from creative strategy and paid media to retention, creator programs and customer support. We are remote-first and AI-first, with a global team that ships a high volume of performance creative every week. About the role We are looking for a Marketing Operations Manager to own the operational backbone of our marketing team.

You will connect creative production, retention, creator and affiliate programs, social media initiatives, hiring coordination, external partners and marketing systems, and you will design the workflows and AI integrations that make them run. Your job is to turn priorities into clear assignments, make sure teams have what they need, keep deadlines visible and get approved work to launch. This is a hands-on ownership role.

You will run daily execution while maintaining and improving the systems behind it. In the same week you might clear an urgent production bottleneck, build a ClickUp automation, rebalance an overloaded pod and give leadership a clear read on operational performance. You will take full ownership of the function through a structured handover with the outgoing Head of Marketing Operations. What you'll own Daily execution and operating rhythm Own the daily operating rhythm of the marketing department.

Turn leadership priorities into plans with clear owners, deadlines and follow-through. Coordinate requests across creative, media buying, retention, customer support, People and external partners. Resolve blockers, manage competing priorities and escalate decisions before they affect delivery. Track announcements and feedback from team leads, and turn strategy or priority changes into updated assignments the same day.

Run the relevant operational meetings, keep action logs and make sure decisions are reflected in team workflows. Own the follow-ups and smaller tasks that keep work moving. Creative production and delivery Own the workflow from brief assignment through production, review, revisions, approval, final upload and delivery for launch. Work with creative leads and strategists to keep production plans realistic, priorities clear and workloads balanced.

Track backlog, overdue tasks, revision queues and upcoming deadlines, and protect the weekly editing cadence so the pipeline is cleared by the end of each week. Enforce naming conventions, task requirements, upload procedures and approval gates. Leads and strategists approve their own department's creative; you own the approval flow, including repurposed TikTok edits that admins approve against set guidelines. Run pre-launch quality checks on the ads delivery tracker, including content safety (claims, platform policy, visual compliance) and duration and format checks, so every asset is complete, compliant and ready for media buying.

Oversee the daily delivery sweep with the operations admins. Confirm that approved assets reach media buying, delivery records in ClickUp and Notion stay accurate and launch blockers get timely follow-up. Maintain the marketing and launch calendar for campaigns, product launches and seasonal peaks such as BFCM. Coordinate dependencies across creative assets, product information, website readiness and launch teams. Brief and prioritize web and design requests, and check output before it goes live.

Pod structure, capacity and team coordination Own the operational structure of the creative pods (strategists, video editors and shared resources, including pods run with external creative partners), and adapt it as brands and workloads grow. Keep a current view of who supports each strategist, product and brand. Spot staffing gaps, overloaded or idle team members and opportunities to rebalance work. Place new joiners in pods, coordinate their access, workflow training and team integration, and keep the pod structure tracker up to date.

Monitor delivery performance and recurring execution issues. Agree corrective actions with functional leads and follow through until each issue is resolved. Workflow building and AI integration Design and build the operational workflows that connect teams, tools and handoffs, from intake and assignment through review, delivery and reporting. Lead AI integration across marketing operations: find where AI can remove manual work or improve quality, then build, test and roll out the solution with the teams who will use it.

Build and maintain automations, Make scenarios and AI agents (for example Claude skills and MCP connections, ClickUp agents and AI assistants) that handle repetitive coordination: assignment checks, delivery QA, content safety and duration checks, reporting, onboarding messages and sample tracking. Test new AI and agentic tools for operations and creative production, and recommend what to adopt, with clear costs, risks and expected time saved.

Keep a registry of every running automation and agent, with its purpose, owner and schedule. Make sure each one is monitored, documented and that failures surface quickly. Train the team to run and trust these workflows, so they keep working without depending on the person who built them. ClickUp workspace Own the marketing ClickUp workspace: structure, lists, statuses, templates, dashboards, permissions, forms and native automations.

Serve as the escalation point for ClickUp issues. Keep the workspace practical, accurate and usable as team needs change, with consistent processes across internal teams and external partners. Make sure tasks hold the information needed for execution, reporting and accountability. Notion and operational documentation Own the architecture and maintenance of the marketing Notion workspace, including operational databases such as the ads delivery and creator sample trackers.

Keep SOPs, playbooks, team resources and the onboarding knowledge base organized and current, including role-based onboarding templates and walkthrough videos. Every process should have a clear owner and reflect how the team actually works. Update documentation whenever workflows change, so essential knowledge is easy to find and does not depend on any one person. Reporting and operational performance Own marketing operations reporting and the accuracy of the trackers behind it.

Keep visibility into assignments, production, delivery, backlog, capacity, onboarding and operational risks. Turn reporting into clear actions for the team and concise updates for leadership, including a weekly Marketing Operations update and the operations section of the monthly leadership review. Define and maintain operational KPIs and their calculations with the relevant stakeholders, such as creative lead time and on-time delivery.

Flag missing or inconsistent data before using it to assess performance. Identify recurring bottlenecks and implement improvements that speed up execution, reduce avoidable revisions and improve resource use. AI tools, software and cost oversight Own the operational administration of the marketing tool stack (including Higgsfield, HeyGen, Claude, Make, Tagbox and other creative and AI tools): access, onboarding, offboarding, usage tracking and vendor coordination.

Own monthly Higgsfield credit reporting: credits consumed, allocation by team and project, usage patterns and efficiency metrics such as credits per finished second of video. Forecast requirements and flag overspend early. Review software needs with team leads, coordinate renewals and resolve access or usage issues. Cut unnecessary costs and identify tools that make production faster. Support the rollout of approved AI workflows, training resources and usage standards.

Retention operations Oversee the operating structure that supports the retention team, working closely with the Head of Retention. Maintain project and campaign workflows, ownership, timelines, reporting and cross-team dependencies, so the team has the systems and resources to execute consistently. Track agreed initiatives, escalate delivery, staffing or coordination issues, and support new retention and growth projects through planning, setup and implementation.

Creator, affiliate and social media programs Oversee the creator and affiliate programs, including the Trybe creator program and partner-agency programs: program structure, recruitment and activation workflows, performance tracking and the overall health of each program. Maintain onboarding resources, submission processes, approval requirements, tracking and communication procedures. Make sure product samples are tracked from order to delivery and that delayed shipments and missing content are followed up.

Coordinate issues involving creator permissions, usage rights, asset delivery, attribution and commission setup and internal handoffs. Oversee social media initiatives with the social team: content calendars, production and approval workflows, asset delivery and posting cadence. Make sure social plans line up with launches, creator content and paid campaigns. Report on program and initiative performance with the relevant leads, and turn what works into repeatable processes.

External partners and vendors Manage operational relationships with external creative partners, agencies, vendors and platforms, and lead key partner calls. Keep deliverables, responsibilities, timelines and escalation routes clear. Monitor partners and vendors for operational gaps, keep partner documentation current and follow through on open commitments, service issues and agreed improvements. Creative rewards and commission administration Own the administration and documentation of creative rewards programs.

Maintain eligibility rules, performance trackers, milestone records and calculation procedures. Validate the monthly close with the relevant performance and finance owners before rewards are approved for payment. Resolve questions on naming, attribution, iterations and eligibility consistently. Escalate exceptions and proposed rule changes to leadership. Hiring, onboarding and offboarding coordination Partner with the Head of People and functional leads to identify hiring needs based on capacity, workload and performance.

Keep visibility into open roles, expected start dates, onboardings, exits and resource gaps, and share a regular hiring operations recap. Coordinate skills-test logistics for creative candidates with the reviewing leads. Prepare new joiners operationally: workspace access, onboarding checklists and ClickUp templates, pod and channel assignments, welcome messages and training resources. Oversee the marketing side of offboarding so access is removed across every tool and shared account, and responsibilities and files are handed over properly.

People owns recruitment and formal HR processes. You own the operational readiness and integration of marketing hires. Admin team management Lead the marketing operations admins. Set weekly priorities, clarify ownership and review the accuracy and completeness of assignment, delivery, reporting and access-management work. Keep dependable daily coverage so recurring work continues through absences and staffing changes.

Own escalations and fix the process when the same issue comes back. Leadership support and continuous improvement Give the CEO a clear view of operational health, risks, capacity and decisions required. Support planning for new products, brands, teams, partners and growth initiatives. Assess operational requirements, resource implications and execution risks before rollout. Keep visibility into vendor costs, rewards liabilities and resource allocation, and provide accurate operational inputs for budget and profitability decisions.

Proactively spot broken or missing processes, and take approved improvements from diagnosis through implementation, documentation and team adoption. What success looks like Marketing priorities have clear owners and realistic deadlines. Teams know what to work on, approved assets move steadily toward launch and blockers surface early. Every asset that reaches media buying has passed its quality, safety and duration checks, and delivery records match reality.

Manual coordination keeps shrinking as reliable workflows, automations and AI agents take it over, and the team knows how to run them. Creator, affiliate and social media programs run on clear processes, with samples, content, rights and results tracked end to end. ClickUp, Notion, automations and trackers stay accurate and useful. Leadership can see production status, capacity and risks without chasing updates. New hires join prepared pods with the right access and onboarding, and leavers are offboarded cleanly.

External partners follow clear delivery processes. Tool usage, Higgsfield credits, costs and rewards are tracked reliably and reconcile to source. After the handover, the function runs independently, with you as the central owner of daily coordination, systems and operational improvement. What we're looking for Experience owning marketing operations, creative operations or project operations in a DTC e-commerce business or performance marketing agency.

Strong hands-on ClickUp skills, including workspace design, dashboards, templates and automations, and confidence building and maintaining Notion documentation. A clear understanding of creative production workflows, paid media delivery, retention operations and cross-functional campaign execution. Experience coordinating distributed, multi-time-zone teams, managing competing deadlines and holding internal teams and external partners accountable.

Comfort with spreadsheets, operational reporting, software costs and performance data, and the ability to spot unreliable data and fix the tracking behind it. A track record of building workflows and integrating AI into operations (for example Make, Zapier, Claude, ClickUp AI or custom agents), from first idea to a process the team uses every day. Experience overseeing creator, affiliate or social media programs, or working closely with the teams that run them.

Clear written communication, sound judgment and the confidence to make routine operational decisions on your own. Nice to have Experience with AI creative tools such as Higgsfield or HeyGen, and with managing credit-based tool budgets. Hands-on experience running creator, UGC or affiliate programs, including sample logistics and commission tracking. Experience operating through BFCM or other high-volume launch periods.

Above all, we need someone who takes full ownership, follows through and builds systems the team can rely on. Competitive monthly rate based on experience and ability to move fast Fully remote — no fixed location, flexible setup Access to real performance data and learning from how the creative system actually works at scale Exposure to high-volume, multi-market DTC creative production and operations infrastructure