Production & Office Manager – Agency Operations & Production
Remote- Schedule: 5PM-3AM Beirut Time - Salary: To Be Confirmed

Company Overview

The company is a performance-focused marketing agency working with service-based and local businesses. It designs and builds high-converting websites and funnels, manages paid advertising campaigns, develops creative assets, and implements marketing automation and tracking systems to help clients scale their businesses.
The agency combines creative, technical, and data-driven capabilities to deliver measurable results. It operates in a fast-paced, high-growth environment where organization, accountability, speed, and quality are essential.
The team values ownership, proactive communication, efficient execution, and continuous improvement. Clear processes, strong quality control, and effective collaboration are central to how the agency operates.

Mission

We're hiring an organized, proactive, and tech-savvy Production & Office Manager to serve as the right-hand partner to agency ownership and oversee the daily administrative and production workflow.

This is a hands-on management position responsible for keeping the agency organized, ensuring team accountability, and making sure client deliverables move through production efficiently and on schedule.

You'll work directly with agency ownership to translate leadership priorities into actionable tasks, coordinate daily operations, monitor team performance, and ensure projects are completed to the expected standard.

The ideal candidate is comfortable managing multiple moving parts across creative, media, and client-facing teams. You should be able to lead daily standups, track project progress, identify bottlenecks, follow up on outstanding tasks, and ensure nothing falls through the cracks.

This role also requires practical familiarity with modern marketing platforms and production tools, including GoHighLevel (GHL), paid advertising platforms, social media scheduling tools, and AI-powered video production tools.

You will help streamline agency output by combining strong organizational skills with technology, automation, and efficient production processes.

If you're naturally organized, detail-oriented, comfortable working with leadership, and enjoy bringing structure and accountability to a fast-moving team, you'll feel right at home.

Key Responsibilities

Executive Support & Daily Management

• Work directly with agency ownership to manage executive priorities, schedules, and daily administrative requirements.
• Translate leadership direction and business priorities into clear action items, assigned responsibilities, and execution timelines.
• Organize and manage daily operational tasks to ensure leadership priorities are followed through.
• Lead daily team standups to review priorities, progress, outstanding tasks, and immediate blockers.
• Organize weekly production check-ins to evaluate deliverables, deadlines, and team capacity.
• Follow up with team members to confirm task progress and completion.
• Audit task completion across creative, media, and client-facing teams before deliverables move to the next stage.
• Identify bottlenecks, delays, and operational gaps and take action to resolve them.
• Maintain visibility into team workload, project milestones, and client turnaround times.
• Keep leadership informed of important updates, risks, delays, and outstanding decisions.
• Handle routine administrative matters independently and escalate issues that genuinely require ownership involvement.

Production & Project Management

• Oversee the agency's daily production pipeline across creative, media, and client-facing deliverables.
• Track projects from task assignment through completion and final quality review.
• Ensure all deliverables have clear owners, deadlines, and completion requirements.
• Monitor project milestones and ensure work progresses according to agreed timelines.
• Coordinate handoffs between creative, media, and other team members.
• Verify that all required assets, copy, approvals, and technical elements are available before production moves forward.
• Monitor client turnaround times and identify projects at risk of falling behind.
• Balance priorities across multiple projects based on deadlines, workload, and business needs.
• Follow up on incomplete work and ensure outstanding items are resolved.
• Maintain accurate project statuses within the agency's internal management software.
• Identify recurring production delays and recommend improvements to increase efficiency.

GoHighLevel & Marketing Operations

• Set up and manage GoHighLevel (GHL) pipelines, snapshots, forms, and CRM workflows.
• Build, maintain, and organize GHL automations and operational workflows.
• Manage CRM pipelines and ensure leads are routed to the appropriate destinations.
• Assist with contact organization, tags, custom fields, and data management.
• Verify that forms, automations, and lead-routing processes function correctly.
• Troubleshoot basic workflow, integration, and automation issues.
• Maintain organized GHL accounts and ensure systems remain accurate and operational.
• Coordinate with relevant team members to ensure CRM requirements are completed before client launches.
• Identify opportunities to use GHL and automation to reduce manual work and improve agency efficiency.

Paid Ads & Social Media Production Oversight

• Coordinate paid advertising campaign launches across Meta, Google, and other relevant advertising platforms.
• Ensure campaign copy, creative assets, and messaging align with approved requirements.
• Verify that the correct creative assets, links, and campaign materials are ready before launch.
• Coordinate with media buyers and creative team members to ensure campaign deliverables are completed on time.
• Oversee scheduled social media content calendars and ensure content is prepared for publication.
• Track content production deadlines, approvals, and publishing schedules.
• Confirm that scheduled content aligns with the approved campaign strategy and client requirements.
• Monitor production progress across advertising and social media deliverables.
• Identify missing assets, incorrect information, or inconsistencies before campaigns and content go live.
• Ensure smooth coordination between creative production and paid media execution.

AI Video Production & Creative Technology

• Assist with or manage AI-powered video production using tools such as HeyGen and CapCut AI.
• Support the creation of video assets for advertising campaigns and client marketing initiatives.
• Use AI video tools to develop rapid creative prototypes and production variations.
• Coordinate video production requirements, including scripts, assets, visuals, and final outputs.
• Review AI-generated video assets for quality, accuracy, and alignment with campaign requirements.
• Work with creative team members to improve production speed and output.
• Explore opportunities to incorporate AI tools into existing agency workflows.
• Stay informed about new AI video production tools and capabilities that could improve creative efficiency.
• Identify opportunities to reduce repetitive production tasks through technology and automation.

Quality Assurance & Deliverable Review

• Review client deliverables before they move to the next production stage or are released.
• Verify that copy, creative assets, and campaign materials match approved requirements.
• Check tracking links, destination URLs, and campaign assets for accuracy.
• Confirm lead forms and lead-routing processes are working as expected.
• Review GHL workflows, forms, and automations before they are activated.
• Verify that campaign materials are correctly aligned across Meta, Google, and relevant social platforms.
• Check scheduled content for formatting, accuracy, and publishing readiness.
• Identify missing information, broken links, incorrect assets, and inconsistencies.
• Ensure deliverables meet the agency's quality standards and documented SOPs.
• Document recurring production errors and coordinate corrective actions.
• Maintain a consistent quality-control process across the agency.

Team Management & Accountability

• Coordinate daily activities across creative, media, and client-facing team members.
• Lead daily standups and weekly production meetings.
• Ensure every team member understands their priorities, responsibilities, and deadlines.
• Monitor individual task completion and overall team production performance.
• Follow up on overdue or incomplete tasks.
• Hold team members accountable for commitments and agreed delivery timelines.
• Identify workload imbalances and communicate capacity concerns.
• Support team members in resolving operational blockers.
• Encourage clear communication and proactive reporting of issues.
• Maintain a culture of accountability, ownership, collaboration, and consistent execution.
• Ensure team members follow established workflows and operational procedures.

Office Administration & SOP Management

• Manage daily administrative workflows and organizational requirements.
• Maintain clear, accurate, and accessible Standard Operating Procedures (SOPs).
• Update existing SOPs when processes, tools, or responsibilities change.
• Document new workflows when operational gaps are identified.
• Ensure team members have access to the correct processes and instructions.
• Maintain organized internal documentation and operational records.
• Coordinate administrative follow-ups and ensure outstanding matters are addressed.
• Improve internal communication and information flow between leadership and team members.
• Identify repetitive administrative tasks that can be simplified or automated.
• Support leadership with operational organization and day-to-day administrative coordination.

Process Improvement & Technology Adoption

• Identify opportunities to improve production speed, workflow efficiency, and team coordination.
• Evaluate how existing marketing and AI tools can improve agency output.
• Help implement new tools and workflows that reduce manual work.
• Improve task tracking, production visibility, and accountability systems.
• Identify redundant processes and recommend practical improvements.
• Ensure new workflows are documented and communicated to relevant team members.
• Stay current with relevant marketing platforms, AI production tools, and automation capabilities.
• Bring solutions and recommendations to leadership rather than simply reporting problems.

What Success Looks Like

The successful candidate will operate as an independent and highly organized partner to agency ownership, ensuring daily operations and production activities run smoothly.

You will be successful if you can:

• Keep daily agency operations organized and running efficiently.
• Translate leadership priorities into clear tasks and ensure they are completed.
• Lead productive daily standups and weekly production meetings.
• Maintain visibility into project progress, deadlines, and team capacity.
• Ensure creative, media, and client-facing teams remain accountable for their deliverables.
• Proactively identify delays, bottlenecks, and incomplete work.
• Manage and maintain GoHighLevel pipelines, snapshots, forms, and automations.
• Coordinate paid advertising and social media production across relevant platforms.
• Support AI-powered video production using tools such as HeyGen and CapCut AI.
• Ensure copy, creative assets, tracking links, and lead routing are accurate before launch.
• Maintain clear SOPs and consistent production processes.
• Provide leadership with reliable operational updates and visibility.
• Improve agency productivity through better organization, automation, and technology.
• Work independently, solve routine operational problems, and know when to escalate important issues.

Qualifications

• Experience: Previous experience in project management, production management, office management, marketing operations, or a related administrative/operations role.
• Management Experience: Demonstrated ability to coordinate teams, manage deadlines, monitor task completion, and maintain accountability.
• Executive Support: Experience supporting business owners, executives, or senior leadership with daily priorities and administrative coordination is preferred.
• Marketing Knowledge: Understanding of digital marketing workflows, paid advertising, social media content production, and creative delivery.
• CRM: Practical experience with GoHighLevel (GHL), including pipelines, snapshots, forms, and automations.
• Paid Advertising: Familiarity with Meta Ads, Google Ads, and campaign production workflows.
• AI Tools: Familiarity with AI video production tools such as HeyGen and CapCut AI, or the ability to learn them quickly.
• Project Management: Experience using task management and project tracking software.
• Communication: Strong written and verbal communication skills.
• Organization: Demonstrated ability to manage multiple priorities and maintain accurate records.
• Industry Knowledge: Understanding of marketing agencies, client deliverables, creative production, and media team workflows is an advantage.
• Gender: No preference.

Skills & Competencies

• Exceptional organizational and administrative management skills.
• Strong executive support and coordination capabilities.
• Excellent written and verbal communication.
• Strong ownership mentality and accountability.
• Ability to translate leadership priorities into actionable tasks.
• Strong project and production management capabilities.
• Ability to lead daily standups and weekly team meetings.
• Excellent follow-up and task completion monitoring.
• Strong attention to detail and quality assurance mindset.
• Ability to manage deadlines and competing priorities.
• Practical understanding of GoHighLevel pipelines, snapshots, forms, and automations.
• Familiarity with Meta Ads, Google Ads, and social media campaign workflows.
• Understanding of creative production and advertising deliverables.
• Familiarity with AI video generation tools, including HeyGen and CapCut AI.
• Ability to identify production bottlenecks and resolve operational issues.
• Strong SOP documentation and process improvement skills.
• Ability to coordinate multiple departments and maintain team accountability.
• Comfortable working with multiple software platforms and digital tools.
• Proactive problem-solving with a bias toward action.
• Ability to work independently in a fast-paced, high-growth environment.
• Willingness and ability to stay current with marketing technology and AI tools.

Technical Requirements

• Own PC or laptop.
• Reliable internet connection; wired connection recommended.
• RAM: 8GB is workable to start; 16GB is preferred.
• Noise-cancelling headset and a quiet, professional workspace.
• Ability to work with multiple browser tabs, marketing platforms, and project management systems simultaneously.
• Ability to access and manage GoHighLevel and relevant marketing platform accounts.
• Familiarity with Meta Business Suite, Google Ads, and social media management environments.
• Ability to work with AI video production tools such as HeyGen and CapCut AI.
• Comfortable working with online documentation, spreadsheets, calendars, and internal management software.

Position Description

• Working Hours: 10 hours, from 5:00 PM until 3:00 AM Beirut Time.
• Working Days: 5 days per week, Monday–Friday.
• Days Off: Saturday and Sunday.
• Work Location: Fully remote; you can work from anywhere.
• PTO (Paid Time Off): Time-off requests must follow the company's internal PTO approval process and SOP.
• Holidays: US holidays apply; the role does not follow the standard Lebanese holiday calendar.
• Salary Range: