Operations Manager/Systems & Project Coordinator at Ashridge Digital Ltd, Remote, Part-Time, £Contract Rate

Part-Time Operations Manager / Systems & Project Coordinator

Job type: Freelance / Contract

Hours: Approx. 8–10 hours per week initially

Location: Remote, ideally UK-based or able to work UK business hours

Ashridge Digital is a small, established marketing consultancy working with wine brands across the UK and Ireland.

We are looking for an experienced, proactive Part-Time Operations Manager / Systems & Project Coordinator to help us run the business more effectively.

This is not a traditional VA role.

We need someone who can take ownership of systems, workflow and project coordination, rather than waiting for a daily task list.

The role will involve:

• Owning and improving our ClickUp workspace
• Making sure projects, tasks, owners and deadlines are accurate and up to date
• Turning actions from Otter meetings into clear ClickUp tasks
• Coordinating activity across multiple clients, brands, freelancers and agencies
• Following up on outstanding actions and flagging risks or delays
• Improving our Google Drive organisation and document accessibility
• Supporting budget tracking, invoices and operational reporting
• Identifying repetitive tasks that can be simplified or automated
• Improving recurring workflows and reducing duplicated trackers
• Helping the founder spend less time chasing, remembering and coordinating

AI capability is important:

We are looking for someone highly confident using tools such as ChatGPT, Claude and other AI platforms as part of everyday business operations.

You should be comfortable using AI to:

• Summarise meetings, documents and project information
• Turn unstructured information into actions and workflows
• Draft reports, briefs and process documentation
• Analyse information and identify gaps
• Improve repetitive admin and project-management tasks
• Create reusable prompts and AI workflows
• Combine AI with tools such as ClickUp, Google Workspace, Zapier or Make

We do not simply want someone who uses ChatGPT to write emails. We want someone who can use AI intelligently to make the business operate better.

About You:

You will ideally have experience in a marketing, PR, creative or digital agency, consultancy, or small founder-led business.

Strong practical experience with ClickUp, Google Workspace and AI tools is important.

Most importantly, we need someone with good operational judgement.

Someone who will notice:

• “This task has no owner.”
• “We are tracking this twice.”
• “This could be automated.”
• “This deadline is at risk.”
• “We don’t need another spreadsheet.”
• “This process is unnecessarily complicated.”
• “The founder should not be doing this personally.”

We want someone who can simplify and improve how we work, not create more systems for the sake of it.

How to apply:

Please send a short response covering:

1. A small business, consultancy or agency where you have personally managed or improved operations.
2. A ClickUp workspace, dashboard or workflow you have personally built or substantially improved.
3. How you use Google Drive alongside ClickUp without creating duplicate systems.
4. How you currently use ChatGPT, Claude or other AI tools in your work, with 2–3 specific examples.
5. One workflow or process you have improved using AI or automation.
6. How you would reduce reliance on a founder who has become the operational bottleneck.

Please also include a Loom video of no more than five minutes showing an example of a workspace, dashboard, automation or operational system you have personally created.

Shortlisted applicants will be invited to complete a small paid practical trial.

• The successful candidate will initially join us on a 6–8 week freelance trial, with the intention of developing the role into an ongoing part-time position.