Company Overview

This company is a fast-growing healthcare marketing and coaching business that helps private healthcare practices—particularly physical therapy clinics—attract more patients, improve operational efficiency, and scale their businesses through proven marketing systems, coaching programs, and business growth strategies. By combining digital marketing expertise, operational support, and hands-on coaching, the company empowers clinic owners to build predictable patient acquisition systems while delivering exceptional client experiences. The culture is fast-paced, results-driven, and focused on accountability, continuous improvement, and operational excellence.

Mission

The Agency Operations Manager is responsible for building and optimizing the operational systems that keep the business running efficiently at scale. This role owns internal processes, ClickUp administration, GoHighLevel operations, client community management, reporting, and advertising support to ensure clients receive a world-class experience while enabling leadership to focus on strategic growth rather than day-to-day operations.

Key Responsibilities

Operations & Systems Management

• Build, document, maintain, and continuously improve SOPs across all recurring business processes.
• Own and optimize the company's ClickUp workspace, including project structures, templates, automations, dashboards, and task management.
• Ensure every project has clear ownership, timelines, and accountability.
• Develop and improve hiring, onboarding, and internal operational workflows.
• Facilitate weekly team meetings, manage agendas, document action items, and ensure follow-through.
• Continuously identify operational bottlenecks and implement scalable process improvements.

Client Community Management

• Manage and actively monitor the client Slack community.
• Respond promptly to client inquiries or escalate technical and coaching questions when appropriate.
• Maintain high engagement and organization across all community channels.
• Identify disengaged or at-risk clients and communicate concerns to the coaching team.
• Foster a positive, professional, and supportive client experience.

Meta Ads Support & Client Success

• Guide clients through Meta Ads implementation within the company's framework.
• Assist clients with campaign setup, Meta Pixel, Conversion API, and account troubleshooting.
• Review client advertising accounts and proactively identify performance or setup issues.
• Maintain internal documentation and knowledge base for recurring advertising challenges.
• Serve as the primary account manager for select Done-For-You (DFY) advertising clients.
• Coordinate communication between clients and the creative team to ensure timely delivery.
• Review and approve advertising creatives and copy before client delivery.
• Track campaign performance and proactively communicate recommendations and updates.
• Manage revision cycles while ensuring creative teams meet internal service-level expectations.

GoHighLevel (GHL) Administration

• Manage and maintain the GoHighLevel CRM environment.
• Build and optimize pipelines, workflows, automations, contact management, tags, and reporting.
• Ensure CRM data accuracy and operational consistency.
• Support internal sales and fulfillment teams with CRM administration.
• Troubleshoot GHL-related issues for both clients and internal users.
• Monitor client pipelines, billing status, and monthly revenue reporting.

Reporting & Performance Monitoring

• Prepare recurring reports covering client onboarding, engagement, operational performance, and key business metrics.
• Build and maintain operational dashboards that provide leadership with real-time visibility.
• Analyze client trends and operational data to identify improvement opportunities.
• Report recurring client challenges and recommend process improvements.

Technical Client Support

• Conduct weekly Zoom support sessions to assist clients with GoHighLevel and Meta Ads technical issues.
• Provide practical troubleshooting and implementation guidance for clinic owners.
• Ensure technical issues are resolved efficiently while maintaining a high standard of client service.

Requirements

Required Qualifications

• 3+ years of operations, agency operations, project management, or client success experience within a digital marketing agency or coaching business.
• Hands-on experience building and administering GoHighLevel CRM, including automations, pipelines, workflows, tags, and reporting.
• Strong working knowledge of Meta Ads Manager, campaign structures, Pixel implementation, Conversion API, and campaign optimization.
• Experience managing client accounts and coordinating with creative or production teams.
• Proven experience designing and implementing SOPs, workflows, and operational systems from the ground up.
• Advanced experience administering ClickUp, including templates, automations, dashboards, and project management workflows.
• Excellent verbal and written English communication skills with confidence leading client Zoom calls.
• Strong organizational, documentation, and time management skills.
• Highly proactive with exceptional attention to detail and problem-solving abilities.
• Comfortable working independently in a fast-paced remote environment with minimal supervision.

Preferred Qualifications

• Experience working with healthcare, physical therapy, health & wellness, or coaching businesses.
• Previous experience managing online coaching communities or client success programs.
• Familiarity with CRM reporting, operational dashboards, and business performance metrics.
• Experience supporting both agency service delivery and coaching-based business models.
• Demonstrated ability to scale operational processes within a growing organization

Position Description

• Working Hours: 8 hours, from 4:00 PM till 12:00 AM Beirut Time
• Working Days: 5 days a week
• Days Off: Saturday and Sunday
• Work Location: Fully-remote, you can work from anywhere
• PTO (Paid Time Off): You may request time off anytime with advanced notice, US Holidays
• ​Salary Range:$2,000 - $2,500