Operations Supervisor

About

Our client company is a YouTube growth and content production agency that helps coaches, consultants, and agency owners attract high-ticket clients through strategic video content. They provide a fully managed done-for-you service handling everything from ideation, scripting, and editing to thumbnails, SEO optimization, and publishing. The goal is to help business owners consistently produce authority-building YouTube content that converts views into qualified inbound leads and booked sales calls.

The Role

We are looking for a highly organized and proactive Content Production Operations Assistant to oversee daily video production workflows, manage communication between editors and clients, and ensure smooth operations across all teams. This role is essential for keeping projects on track, maintaining quality standards, and ensuring deadlines are consistently met.

Key Responsibilities

1. Editor Management

* Follow up with editors on assigned videos, deliverables, and deadlines.
* Ensure all editors check in daily and log their check-ins/check-outs.
* Issue warnings to editors who miss multiple check-ins.
* Confirm all editors details are up to date in the tracking system.
* Verify editors submit their work before the daily deadline.
* Ensure thumbnails are being developed before videos are finalized.
* Set up and maintain daily reminders for video, script, and thumbnail deadlines.
* Monitor editors progress throughout the day to ensure accountability.
* Flag missing deliverables, late submissions, or lack of communication.
* Identify and coordinate the resolution of missing assets or materials.
* Onboarding New Editors:
* Send invites and add new editors to all relevant communication platforms.
* Add editor information to the database and set up their profile.
* Request phone numbers, rates, and working hours.
* Send onboarding messages and guide new hires through workflows and submission processes.
* Add editors to automation workflows and ensure all necessary tools are set up.
* Ensure editors receive proper training on upload and submission procedures.

2. Client Management

Managing Existing Clients:

* Maintain accurate client records and contact information.
* Ensure all client folders and materials are properly organized and accessible.
* Track client deliverables such as videos, scripts, and thumbnails per billing cycle.
* Ensure scripts are sent, recorded, and tracked in a timely manner.

Onboarding New Clients:

* Add client details to the tracking system.
* Set up client folders and assets for production.
* Create and organize client documentation as needed.
* Share onboarding information and ensure proper communication setup.

Client Tracking & Updates:

* Review client updates daily and document them accurately.
* Ensure all client notes and project changes are reflected in their respective trackers.
* Maintain up-to-date records of ongoing client projects and deliverables.

3. Daily Operations Oversight

Thumbnails & Creative Workflow:

* Manage daily thumbnail updates and ensure timely completion.
* Gather and share thumbnail links for internal review.
* Follow up with designers on priority thumbnails or delays.
* Confirm client feedback is implemented before final approval.
* Ensure thumbnails are finalized before video completion.

Communication & Oversight:

* Monitor communication channels regularly to ensure nothing important is missed.
* Flag key updates, issues, or delays to the management team.
* Verify editors upload videos correctly according to the workflow process.
* Troubleshoot upload issues or automation errors when needed.
* Footage & Script Tracking:
* Gather footage from clients and coordinate assignments with editors.
* Manage unknown or missing script cases by verifying available materials.
* Assign scripts to writers based on project needs and ensure deadlines are clear.

Database Maintenance:

* Ensure all team members details are accurate and up to date.
* Regularly clean and maintain project tracking systems for accuracy.

4. Asset Management

* Manage and track asset requests from editors.
* Verify whether required assets already exist before contacting clients.
* Ensure all media files and resources are properly labeled and error-free.
* Coordinate with internal teams to source or create missing materials when needed.

Requirements

* Strong organizational and project management skills.
* Excellent written and verbal communication.
* Experience using collaboration tools such as Airtable, Slack, and Google Drive (or similar).
* Ability to multitask and handle multiple deadlines efficiently.
* Ability to work with staggered days off.
* Strong attention to detail and proactive problem-solving mindset.
* Familiarity with video production workflows is an advantage.

Compensation & Working hours:

• Full-time, remote, EST 9-5.

• Salary: 2200-2500$

Recruitment process:

* Initial interview with Zabota team
* Second interview with the client company
* Test task ( if required )
* Offer

*Only English CVs are considered for the position.