Marketing Operations Manager

About Us Kayana is a talent agency that connects Filipino Remote Professionals with global companies that operate within real systems and value disciplined execution. These are long-term professional roles—not gig work. Our partners build structured teams where accountability, clear communication, and operational discipline matter. Important: Kayana hires Filipino remote professionals only, regardless of their current location. Position Overview The Marketing Operations Manager is responsible for introducing operational structure within a fast-growing marketing agency by organizing project workflows, improving internal processes, and ensuring accountability across client projects. The Marketing Operations Manager will oversee project flow, documentation, reporting, and CRM management, while working closely with project managers, creative teams, and leadership. This role will help transition the organization from a tribal-knowledge environment to a structured, scalable operating model. Core Responsibilities Project Operations & Workflow Management Ensure marketing projects are properly structured, monitored, and executed across the team. Responsibilities include: Managing project workflows within Teamwork or similar project management platforms Structuring projects with clear deliverables, timelines, and task ownership Tracking project progress and identifying potential delays or scope risks Monitoring project hours to ensure alignment between scope and execution Conducting weekly project reviews and coordinating updates with project managers This role serves as the operational layer that keeps projects moving forward smoothly. Proposal & Scope Coordination Support the development and coordination of client proposals and project scopes. Responsibilities include: Tracking proposal timelines and submission deadlines Assisting in building proposal structures and scope outlines Coordinating internal inputs for proposals and presentations Maintaining standardized proposal templates and documentation Ensuring proposals accurately reflect service scope and deliverables Leadership retains final approval over strategic proposal decisions. Budget Oversight & Reporting Provide visibility into project budgets and performance. Responsibilities include: Tracking project budgets and hours across active client work Identifying potential scope creep or budget overages early Preparing materials for weekly budget and performance reviews Developing dashboards for project budget tracking Drafting monthly performance summaries and client reporting materials The goal is to ensure financial visibility and project profitability. Process Development & SOP Creation Build operational infrastructure that allows the agency to scale efficiently. Responsibilities include: Auditing existing workflows to identify operational gaps Developing and maintaining Standard Operating Procedures (SOPs) Documenting internal processes and project workflows Standardizing folder structures and documentation systems Creating onboarding documentation for new team members This role converts operational knowledge into structured, repeatable systems. CRM & Marketing Automation Management Support marketing and sales processes through CRM structure and automation. Responsibilities include: Managing CRM workflows within Go High Level Cleaning and structuring contact databases Building and optimizing automation workflows Developing dashboards for pipeline and marketing performance Ensuring alignment between marketing and sales processes Automation and system improvements are core drivers of this role’s impact. Tools & Systems Candidates should be comfortable working with modern marketing operations platforms. Project Management Teamwork (or equivalent tools such as Asana, Monday.com, or ClickUp) CRM & Marketing Automation Go High Level (preferred) CRM systems and marketing pipeline management Collaboration Tools Google Workspace (Docs, Sheets, Drive, Gmail) Google Calendar Financial & Reporting Tools QuickBooks Online Budget tracking dashboards Reporting and analytics tools Strong familiarity with project management platforms and CRM systems is essential for success in this role.