
Operations & Project Manager for Online School (ClickUp Expert – Work 9-5PST Hours)
Upwork
Remoto
•3 hours ago
•No application
About
READ CAREFULLY before applying — this is not a generic VA or admin role. We are hiring 2 (!!) highly experienced Operations & Project Management professionals to support senior leadership within a growing online coaching school in the personal development industry (500+ students a year). You must have proven experience managing backend operations, team performance, ClickUp systems, payment tracking, contracts, and tech software tools — for a business that sells online programs, memberships, retreats, or coach certification programs (cohort-based). 💼 Role Overview - You will serve as part of the operations backbone of an established online school. - Your mission: create structure, visibility, and accountability across teams, systems, and processes. Key responsibilities include: - ClickUp Management & Optimization Build advanced automations, dashboards, reports, dependencies, workload views, and cross-departmental visibility - System Audits & Tech Integration Clean up existing tools, integrate automations (Zapier, XP, ClickUp, Airtable, Slack, Google Workspace, Stripe, ThriveCart, Docusign, Dropbox, etc.), and ensure smooth operations - Team Management & Accountability Onboard and offboard team members Track timesheets, performance, and utilization in ClickUp Monitor project completion rates and identify bottlenecks Build dashboards to measure output, efficiency, and KPIs Support team leads in ensuring deliverables and timelines are met - Payment & Contract Operations Chase failed student payments Manage student and team member agreements, renewals, and vendor contracts Track compliance and ensure proper documentation - Operational Follow-Through Guarantee that no task, form, or process falls through the cracks ✅ You MUST Have: Experience working in an online school / coaching business / certification program (cohort-based) — non-negotiable Advanced ClickUp expertise — building automations, dashboards, and performance tracking systems Hands-on experience with team management — onboarding/offboarding, tracking productivity and KPIs Strong systems & tech background — confident using and integrating tools like Zapier, Xperiencify, Airtable, ThriveCart, Stripe, Slack, and Google Workspace, Docusign, Dropbox etc. Experience managing and resolving failed payments for students or clients Strong attention to detail and proactive ownership mindset Fluent written and spoken English 🕒 Work Schedule & Requirements Full-time role (40 hours per week) Required availability: Monday–Friday, 9 AM–5 PM PST This is not flexible. You must be available live during these hours for real-time communication, response, and collaboration. This is a long-term, ongoing position — we are building a core operations team, not hiring for short-term tasks. 🚫 Please DO NOT Apply If: You have only worked as a virtual assistant You have never worked for an online course, coaching school, or certification program You need to “learn ClickUp” — we need someone who can teach us new tricks in ClickUp You cannot commit to the 9 AM–5 PM PST schedule consistently You rely on AI to make your profile sound qualified but cannot demonstrate real hands-on experience 🧩 How to Apply In your first message, please include: A short description of the online school or course business you’ve worked for One example of a ClickUp operational system or dashboard you’ve personally built A few lines on how you’ve handled team tracking, failed payments, or contract management in the past Applications without these three points will not be reviewed.