We seek an exceptionally organized and systems-focused Project Delivery & Systems Manager to assume full responsibility for overseeing project execution, optimizing workflows, implementing streamlined processes, maintaining accurate documentation, generating insightful reports, and enhancing internal systems.
We require a professional capable of establishing organizational frameworks, upholding accountability standards, refining operational processes, ensuring adherence to company systems among team members, and guiding project execution with effective leadership.
The preferred applicant possesses expertise in website projects, project management frameworks, CRM systems, SOP development, and team collaboration.
Core Mission
Your role involves overseeing the organization, documentation, tracking, and efficient operation of all projects, processes, and systems within the agency.
You will drive enhanced transparency, foster accountability, and uphold operational excellence throughout the organization.
Key Duties and Obligations:
Overseeing daily operations to ensure seamless workflow efficiency.
Managing a team of professionals to achieve departmental objectives and targets.
Implementing strategies to enhance productivity and operational excellence.
Conducting performance evaluations and providing constructive feedback to staff.
Developing and enforcing organizational policies, procedures, and compliance standards.
Collaborating with senior leadership to align departmental goals with overall business strategy.
Identifying opportunities for process improvements and cost-saving initiatives.
Maintaining accurate records, reports, and documentation in accordance with regulatory requirements.
Facilitating communication between departments to foster interdepartmental collaboration.
Ensuring adherence to health, safety, and environmental regulations at all times.
Project Execution: This role is responsible for overseeing the successful completion of projects from initiation to closure, ensuring adherence to timelines, budgets, and quality standards. The position requires meticulous planning, coordination with cross-functional teams, and proactive risk management to mitigate potential delays or cost overruns. Strong leadership, communication, and problem-solving skills are essential to drive project milestones, resolve conflicts, and deliver outcomes that align with organizational objectives. Familiarity with project management methodologies (e.g., Agile, Waterfall) and proficiency in relevant tools (e.g., MS Project, JIRA) are preferred.
Oversee the complete lifecycle of client projects, beginning with onboarding and culminating in launch, ensuring seamless execution and adherence to strategic objectives.
Develop comprehensive project plans, establishing clear timelines, key milestones, and actionable deliverables to ensure successful project execution.
Daily oversight of project advancement is essential, ensuring alignment with established timelines and milestones. This involves tracking key deliverables, identifying potential bottlenecks, and promptly addressing any deviations to maintain workflow efficiency. Regular evaluation of progress enables proactive decision-making and supports the timely completion of project objectives.
Proactively identify and resolve bottlenecks to optimize workflow efficiency and ensure seamless operations.
Identify and communicate project risks promptly to prevent any impact on deadlines.
Systems Management is tasked with guaranteeing that all projects are completed within their designated timelines, adhering strictly to established deadlines. This role requires meticulous planning and coordination to uphold project schedules, ensuring seamless execution from initiation to completion.
Oversee the comprehensive management and strategic development of our Customer Relationship Management (CRM) system, ensuring optimal functionality, data integrity, and alignment with business objectives. Take full ownership of the CRM platform, implementing enhancements, monitoring performance metrics, and fostering user adoption through training and support initiatives. Collaborate with cross-functional teams to integrate CRM capabilities with other business processes, while maintaining high standards of security, compliance, and efficiency. Analyze usage patterns and customer data to generate actionable insights that drive improved customer engagement and retention strategies.
Verify that all team members consistently utilize company systems.
Track project progress and verify task completion to ensure timely and accurate delivery of deliverables.
Develop dynamic dashboards and comprehensive reporting frameworks to visualize key performance indicators and operational metrics.
Enhance operational efficiency by optimizing workflows and implementing automation solutions to streamline processes.
Establish robust accountability frameworks that span multiple departments, with a strong emphasis on documentation and process management.
Develop and uphold Standard Operating Procedures (SOPs) to ensure operational consistency, efficiency, and compliance with established guidelines. Regularly review and update SOPs to reflect evolving best practices, regulatory requirements, and organizational needs, while providing clear documentation and training to relevant teams to facilitate seamless implementation and adherence.
Oversee and manage the integrity and accuracy of internal documentation systems to ensure optimal accessibility and organization of essential company records.
Enhance agency processes to optimize operational efficiency and productivity. Streamline workflows to eliminate redundancies and foster seamless collaboration across teams. Implement innovative methodologies to ensure consistent service delivery and client satisfaction. Assess current systems to identify areas for improvement and develop tailored solutions to address inefficiencies. Focus on creating scalable, sustainable improvements that support long-term agency growth and success.
Consistency in process adherence must be maintained at all times to uphold operational standards and ensure compliance with established protocols. Every task should be executed in alignment with defined procedures, verifying that workflows remain uniform and predictable. This involves monitoring adherence to guidelines, identifying deviations, and implementing corrective measures as needed to sustain reliability and efficiency in daily operations.
Consistently seek out avenues to enhance operational efficiency while ensuring seamless collaboration among team members.
Facilitate collaborative project meetings to ensure alignment, progress tracking, and decision-making among stakeholders.
Tasks are assigned and monitored to ensure efficient progress and accountability. Deadlines and priorities are established, and regular follow-ups are conducted to assess completion status and address any obstacles.
Facilitate seamless collaboration and information exchange between various organizational departments to enhance operational efficiency and alignment.
Ensure all pending tasks are monitored closely to address any delays promptly and maintain workflow efficiency.
Oversee team workloads and capacity allocation to ensure optimal resource distribution and project progression.
Prepare and deliver weekly management reports to keep stakeholders informed of performance metrics and operational progress.
Compile and present updates on project progress, highlighting key metrics, potential risks, and any obstacles encountered, while also evaluating and reporting on team productivity and performance.
Create dynamic KPI dashboards that provide real-time insights and performance tracking for key business metrics. Design interactive visualizations to support data-driven decision-making and strategic planning across departments. Ensure dashboards are intuitive, user-friendly, and accessible to stakeholders at all levels. Collaborate with cross-functional teams to identify relevant KPIs and align them with organizational objectives. Optimize dashboard performance by implementing efficient data extraction, transformation, and loading (ETL) processes. Regularly update and refine dashboards based on feedback and evolving business needs. Utilize advanced analytics tools and programming languages, such as SQL, Python, or R, to enhance data analysis and visualization capabilities.
Develop strategies to enhance the visibility of leadership initiatives and activities.
Bachelor’s degree in a relevant field or commensurate experience is mandatory, alongside a minimum of three years of hands-on experience in a comparable role. Proficiency in industry-standard software and tools, along with a strong grasp of technical principles, is essential. Candidates must also demonstrate exceptional analytical abilities, meticulous attention to detail, and the capacity to work both independently and collaboratively within a team environment.
Requires at least three years of hands-on experience in project management roles.
Experience in a professional setting within web design, digital marketing, software development, or a creative agency environment is required.
Possesses a solid grasp of WordPress website management and functionality, including themes, plugins, and core updates, with the ability to troubleshoot issues efficiently. Demonstrates proficiency in customizing WordPress sites through coding or configuration to meet specific client or business requirements. Familiarity with WordPress best practices for security, performance optimization, and SEO is essential to ensure the integrity and visibility of web properties.
Proficient in utilizing the WooCommerce platform is a key requirement for this role.
Proven proficiency in utilizing project management tools and platforms is required. Candidates must demonstrate hands-on experience with software designed to facilitate project planning, execution, tracking, and collaboration. Familiarity with industry-standard applications that streamline workflow management, resource allocation, and progress monitoring is essential.
Experience in developing and maintaining Standard Operating Procedures (SOPs) and other forms of technical documentation is required.
Excellent organizational abilities, with a strong aptitude for managing multiple tasks efficiently and maintaining meticulous attention to detail.
Excellent interpersonal and leadership skills are essential for this role.
Possesses exceptional analytical capabilities and a robust approach to problem-solving.
Experienced in designing and deploying systems and workflows, with a proven ability to enhance operational efficiency through structured methodologies. Skilled in identifying process gaps, developing tailored solutions, and ensuring seamless integration of new systems to drive productivity and performance.
Proven expertise in utilizing project management platforms such as ClickUp, Monday.com, Asana, Jira, Trello, Zoho Projects, or comparable tools is required.
Preferred qualifications include a bachelor’s degree in a relevant field, such as computer science or engineering, coupled with at least three years of hands-on experience in software development. Proficiency in programming languages like Python, Java, or C++ is essential, along with familiarity with development frameworks and tools such as Git, Docker, and Jenkins. Candidates should demonstrate strong problem-solving skills and the ability to work collaboratively in an Agile environment. Experience with cloud platforms like AWS or Azure and a solid understanding of DevOps principles are highly desirable. Excellent communication skills and a commitment to continuous learning are also key requirements.
Possesses a solid grasp of website hosting and ongoing maintenance practices.
Proven track record in successfully leading and coordinating geographically dispersed teams, fostering collaboration, communication, and productivity across virtual environments. Demonstrated ability to leverage digital tools and platforms to maintain team cohesion and ensure project continuity, while upholding accountability and performance standards.
Proficient in Agile methodologies, including iterative development, Scrum, Kanban, and other frameworks designed to enhance project flexibility and team collaboration.
Achievement Indicators: Key performance targets include measurable outcomes such as increased efficiency, enhanced customer satisfaction, and higher revenue growth. These metrics will be evaluated through data-driven insights, ensuring alignment with organizational goals and continuous improvement initiatives. Regular assessments will track progress against established benchmarks, providing actionable feedback to optimize performance and drive sustainable success.
Within the first 60 days:
All projects currently underway are documented and tracked systematically.
Project dashboards have been fully developed and integrated.
Ensure adherence to team tasks at a compliance rate exceeding 90%.
The documentation system is regularly updated and maintained to ensure accuracy, accessibility, and compliance with organizational standards. This includes reviewing, revising, and organizing documentation to reflect current procedures, policies, and best practices. Additionally, the system is monitored for integrity, with updates applied as needed to support efficient operations and knowledge sharing across teams.
A structured weekly reporting system has been implemented to ensure consistent and timely updates.
Project completion timelines have been markedly improved, resulting in a substantial reduction in delays.
Leadership will maintain full oversight of all project developments.
Qualifications
BA/BSc/HND
Experience Required
3 years
