Key Responsibilities
ClickUp & Systems Administration
- Act as a ClickUp superuser for the team: maintain spaces, lists, views, automations, and permissions.
- Build and maintain task templates, checklists, and workflows for recurring processes (onboarding, invoicing, Drake Checks, etc.).
- Monitor task hygiene (statuses, due dates, assignments) and follow up with team members when items are stale or unclear.
- Create and manage all agentic AI, automation, and process structures within ClickUp.
Onboarding & People/Client Support
- Lead onboarding of new clients and ensure all steps are captured and tracked in ClickUp.
- Lead onboarding of new employees, coordinating tools, access, and documentation.
- Support employee recruitment logistics (scheduling, tracking candidates, follow-ups).
Time Tracking, Capacity & Revenue Insights
- Review and help set up time tracking software (e.g., Harvest) and maintain time-entry standards.
- Coordinate weekly timesheets, following up on missing or incomplete entries.
- Support a formalized capacity “vibe check” by gathering data on workload, hours, and qualitative feedback.
- Assist with revenue per Drake Check monitoring and related analysis.
Billing, Collections & Data
- Support billing & collections by ensuring time, projects, and client data are accurate and ready for invoicing.
- Own operational data collection for sales and capacity, pulling from ClickUp, time tracking, and other systems.
- Prepare lightweight dashboards or recurring reports that highlight trends, exceptions, and action items.
SOPs, Website & General Administration
- Own and update SOP management, ensuring processes are documented, current, and easy to follow.
- Coordinate website-related admin for operational updates as needed.
- Research and manage cost-effective ways to send gifts to clients and team members (selection, ordering, and logistics).
- Take on miscellaneous administrative and operations tasks to keep the team running smoothly.