Operations Specialist

OPERATIONS SPECIALIST

The role:
You will work with Cadre AI, an AI strategy and integration firm that partners deeply with organizations to transform workflows, streamline operations, and deliver measurable business outcomes. The company operates at the intersection of strategy, engineering, and adoption, ensuring AI delivers real, lasting impact for the B2B companies it serves.

Position: Operations Specialist (Full-Time | Remote)
Seeking an Operations Specialist to act as the operational engine of a delivery pod, working directly with the Director of AI Strategy and alongside a team of Ops Specialists to keep all client engagements running with precision.

You will own the operational rhythm of the pod, including daily syncs, weekly planning, retros, and client communication. You will maintain full visibility into team workload, proactively identifying blockers, delays, and risks before they become client-facing issues.

This role is ideal for someone who thrives on organization, structure, and execution, and takes pride in running highly efficient operations without needing direction.

Responsibilities:

Onboard New Clients and Maintain Client Records.

• Coordinate new client onboarding by scheduling kickoff calls with pod members and ensuring a smooth handoff from the Sales team.

• Build out ClickUp infrastructure before onboarding calls: client folders, tasks, milestones, timelines, and client-facing naming conventions.

• Establish project foundations with dates set, assignees confirmed, and milestones visible in the client portal from day one.

• Maintain up-to-date client records in Cadre One throughout the engagement, including stakeholder updates and client sentiment tracking.

Run the Pod’s Operational Rhythm

• Lead daily syncs, weekly planning sessions, and retros, setting agendas and ensuring clear outputs and documented action items.

• Own the weekly planning process, ensuring all client work is scoped, assigned, and in an active sprint by end of day Friday.

• Track workload across all pod members, maintaining visibility on capacity, deadlines, and risks.

• Proactively surface blockers, delays, and capacity concerns to the pod leader with context and recommended solutions.

• Capture action items from Slack, internal syncs, and client meetings and convert them into ClickUp tasks within 24 hours.

Own ClickUp Hygiene Across the Book of Business

• Monitor ClickUp health across all clients, identifying and resolving issues that reduce visibility or create operational risk.

• Ensure all tasks, milestones, and deliverables are properly structured with accurate dates, assignees, and naming conventions.

• Move incomplete sprint tasks forward, close dormant items, and maintain accurate milestone visibility in the client portal.

• Flag process gaps and coordinate with Product, Research, and Engineering teams to ensure deliverables and timelines are aligned

Lead Client Communication and Meeting Management

• Own the weekly client recap process, synthesizing updates into clear Friday emails covering progress, priorities, and milestones.

• Manage client meetings end-to-end: scheduling, agenda preparation, note-taking, and task follow-ups within 24 hours.

• Ensure all client meetings are scheduled at least 30 days in advance and tracked centrally.

• Support the pod leader in preparing Monthly Operating Review decks and contribute context in executive-level discussions

Requirements:

• 2+ years of experience in operations, project coordination, or client services, preferably in agency, consulting, or professional services environments.

• Exceptional organization and attention to detail, with the ability to manage multiple client engagements simultaneously.

• Confidence facilitating meetings and keeping sessions structured, productive, and on track.

• Proficiency in ClickUp or similar project management tools, including complex task structures and workflows.

• Strong written communication skills, with the ability to synthesize input into clear, client-facing communication.

• Highly proactive mindset — identifies and addresses issues without needing direction
Ability to work closely with leadership and peers as a trusted operational partner.

• Experience with Google Workspace (Sheets, Docs, Calendar) and familiarity with productivity and transcription tools.

• Experience working with or managing technical teams (engineering, developers) is a plus.

Nice to Have:

• Experience being the operational anchor on a client-facing team.

• Deep familiarity with ClickUp, including building and maintaining complex project structures.

• Proven ability to run highly effective meetings with clear agendas and outcomes.

• Strong perspective on operational excellence and process improvement, with confidence to identify gaps.

About Us:
We are an AI strategy and integration firm that partners deeply with organizations to transform workflows, streamline operations, and deliver measurable business outcomes. We operate at the intersection of strategy, engineering, and adoption, ensuring AI delivers real, lasting impact for the B2B companies we serve.

We offer:

• Real impact — your work directly enables teams to deliver exceptional client results.

• Exposure to the frontier — work inside a highly AI-native consulting environment.

• AI-native culture — we use AI to run our own operations, not just build it for clients.

• Room to grow — exposure to strategy, engineering workflows, and executive client relationships.

• Upside — a profitable, fast-growing company where early team members share in success.

• No bureaucracy — small teams, clear accountability, and a focus on execution

We are building the future of how companies adopt and operate AI. We believe the best operations people make everything around them look effortless — if that is how you work, we want to talk. 🚀