Operations Manager

Welcome to Keen, where art meets science. We're more than just another service provider or an outsourcing company. Keen acts as an integral extension of our clients' teams and business goals. Join our group of tastemakers specializing in digital marketing, creative, and customer experience, driving growth for our global clientele. Our vision is an ambitious one: to have best in class leaders and a culture of delivering excellence globally.

If you're keen to advance your career, embrace challenges, and redefine what's possible in the digital realm, you might just be the perfect fit for our dynamic team. Join us, and let's unlock the full potential of our clients' brands together.

Role Description

We are hiring an Operations Manager to join our team and support one of our clients' accounts, a fast-growing, multi-brand U.S.- retail and e-commerce business. In this role, you will be responsible for leading the day-to-day administrative operations of the business, ensuring workflows are organized, tracked, and moving efficiently. This hands-on role covers project intake, Airtable management, billing coordination, calendar oversight, logistics, courier control, and workflow management. The role holds operational decision-making authority across daily coordination and prioritization, with limited financial approval authority across their business units.

The role is full-time and hybrid in-office at our Cape Town office in Woodstock.

Key Responsibilities:

Administrative Operations

• Manage day-to-day administrative workflows, records, trackers, and internal documentation while resolving workflow gaps and bottlenecks.
• Support day-to-day brand and studio management by maintaining daily cadence and keeping projects on track. Project Intake & Workflow Control
• Set up incoming projects in Airtable and track deadlines, approvals, follow-ups, risks, and handovers.

Airtable Management

• Own Airtable accuracy, status updates, timelines, and dashboards across assigned workflows.

Billing & Reporting Support

• Manage billing administration, invoice tracking, payment follow-up, and report billing or cost risks to the Head of Operations. Calendar & Scheduling
• Check calendars, coordinate meetings and milestones, and monitor scheduling clashes or missed follow-ups.

Logistics & Courier Coordination

• Coordinate courier bookings, pickups, deliveries, and transport across studios, vendors, and clients while maintaining shipment tracking and courier cost control.

Cross Brand Support

• Provide administrative support to the e-commerce brands in the business and assist with online customer queries where assigned.

Authority

• Holds day-to-day decision-making authority across workflow coordination, scheduling, logistics, follow-ups, and operational administration.
• Does not hold final financial approval authority and must escalate budget, spend, and payment approvals for sign-off.

Requirements:
• 5+ years of proven experience in operations, administrative management, or project coordination roles
• Strong experience working with Airtable or similar workflow management tools
• Experience managing billing processes, invoice tracking, and reporting
• Demonstrated ability to manage multiple workflows, deadlines, and stakeholders simultaneously
• Strong organizational, communication, and problem-solving skills
• High attention to detail with strong time management and accountability
• Experience in e-commerce, retail, or multi-brand environments is advantageous
• Strong administrative and workflow management background.
• Comfortable working 3:00 PM to 12:00 AM SAST, supporting our US-based client.

Benefits:
• Hybrid remote/in-office
• Birthday off
• Professional development & training opportunities
• & More being added!