Operations & Systems Coordinator (AI & Automation)Company: Creative Kubo

Location:
Philippines (100% Remote) Employment Type: Full-Time Compensation: PHP 35,000 per month, negotiable depending on experience and demonstrated capabilities Start Date: ASAP About Creative KuboCreative Kubo is an unconventional, female-led, multicultural creative agency dedicated to amplifying Filipino creatives globally and partnering with purpose-led brands. We work with clients across Australia, Hong Kong, the Philippines and the US, delivering creative, branding, content and marketing solutions. We're growing, and we're looking for someone who can take ownership of our day-to-day operations, build smarter systems and help our team work more efficiently.

About the Role
We're hiring an Operations & Systems Coordinator (AI & Automation) who thinks beyond task lists. You'll be responsible for keeping projects moving, coordinating clients and team members, improving workflows, and building operational systems that support the agency's growth. This is a hands-on role combining project management, client coordination, operational administration, AI, dashboard development and automation. You'll work directly with our Managing Director and collaborate with our production, creative and growth teams. Our goal is to find someone who doesn't just manage operations but actively improves how the business runs.

Key Responsibilities
1. Project & Client Coordination
• Manage project timelines, priorities, deliverables and dependencies.
• Maintain Monday.com boards, task assignments and project documentation.
• Coordinate client communication, updates, feedback and revisions.
• Identify potential delays early and recommend solutions.
• Ensure projects move smoothly from onboarding through delivery. 2. Systems, Processes & Documentation
• Develop and maintain standard operating procedures (SOPs), templates and internal workflows.
• Identify inefficiencies and implement practical improvements.
• Manage software access, subscriptions and operational documentation.
• Support project budget tracking, resource allocation and internal reporting.
• Maintain organised, reliable systems across departments. 3. AI, Dashboards & Automation
• Build and maintain operational dashboards to track projects, deadlines, workload and performance.
• Use AI tools such as ChatGPT, Claude or Gemini to improve workflows, reporting and documentation.
• Develop automations using Zapier, Make, native integrations or similar platforms.
• Integrate tools and streamline repetitive administrative processes.
• Test, monitor and document automations to ensure accuracy and reliability. 4. Team Coordination
• Facilitate daily team check-ins and operational updates.
• Monitor workload,



priorities and outstanding tasks.
• Coordinate onboarding for new team members, contractors and interns.
• Ensure clear communication and accountability across our remote team. 5. Client Administration & Financial Coordination
• Coordinate client onboarding and internal handovers.
• Prepare and track agreements using approved templates.
• Support invoicing, payment follow-ups and billing schedules.
• Monitor outstanding client requirements and approvals.
• Maintain accurate operational and financial administration records. 6. Reporting & Accountability
• Prepare weekly operational reports for leadership.
• Track project progress, deadlines, blockers and outstanding actions.
• Proactively follow up with clients and internal team members.
• Recommend improvements based on operational performance and team needs. What We're Looking ForEssential Qualifications
• At least 2 years of relevant operations or project coordination experience.
• Demonstrated experience building dashboards, trackers, workflows or operational systems.
• Strong working knowledge of AI tools and their practical business applications.
• Experience coordinating multiple projects, deadlines and stakeholders.
• Excellent written and verbal English communication skills.
• Robust organisational, analytical and problem-solving abilities.
• Proficiency with Google Workspace and project management tools.
• Ability to work independently, prioritise effectively and take ownership.
• Availability for agreed weekday overlap with Australian business hours. Nice to Have
• Experience in a creative agency, marketing agency or startup.
• Familiarity with Monday.com, Notion, Canva or similar tools.
• Experience with Zapier, Make or other automation platforms.
• Basic financial administration and project budget tracking experience.
• Experience onboarding or coordinating remote team members.

What We Offer
• PHP 35,000/month, negotiable based on experience and capabilities.
• 100% remote, full-time opportunity based in the Philippines.
• Flexible working arrangements outside scheduled team meetings.
• Direct collaboration with Creative Kubo's leadership team.
• Exposure to international clients and projects.
• Opportunity to build and own operational systems, dashboards and automations.




• Professional development through hands-on experience and expanded responsibilities.
• Potential progression into Operations Manager and broader leadership roles, subject to performance and business needs. Team Meeting Schedule (Philippine Time)
• Monday and Friday: 9:00 AM, full team meetings.
• Tuesday to Thursday: 8:30 AM, production meetings. Career GrowthWe're looking for someone interested in growing with Creative Kubo. Months 1–3: Learn the business, take ownership of daily coordination and identify opportunities to improve systems. Months 3–6: Expand operational responsibilities, manage reporting and budgets, and lead workflow and automation improvements. Beyond Month 6: Potential consideration for Operations Manager and broader leadership responsibilities based on demonstrated performance and business needs. Progression and compensation adjustments are subject to review and are not automatic. Our Hiring ProcessStep 1: Application Review Submit your updated CV, cover letter and portfolio or examples of systems, dashboards, workflows, SOPs or automations you've personally built. Step 2: Initial Screening We'll review applications against the role's experience, technical and communication requirements. Step 3: Practical Challenge Candidates who pass the initial screening will be invited to complete an operations-focused practical hiring challenge. Step 4: Interview Selected candidates will be invited to discuss their experience, approach to problem-solving, technical capabilities and suitability for the role. Step 5: Final Selection & Offer Successful candidates will receive further information about the engagement terms, onboarding and agreed start date.

How to Apply
Send your application to [email protected]. Email subject line: I Think In Systems ? Please include:
• Updated CV/Resume
• Cover letter
• Portfolio or examples of dashboards, systems, SOPs, workflows, trackers or automations you've built Applications missing the requested information may not be considered. Applicant PrivacyInformation submitted during recruitment will be used to evaluate applications, communicate with candidates and manage the hiring process. Application materials will be accessible only to authorised individuals involved in recruitment and will be handled in accordance with applicable privacy requirements. Candidates should avoid including confidential client information, passwords or sensitive business data in their portfolios or practical assessments. Examples may be anonymised where necessary. Ready to Join Creative Kubo?Run the Machine. Build the Systems. Grow Into Leadership. We're looking for someone who brings initiative, accountability and ownership, and who wants to help build a business that runs better every day.
• If that sounds like you, we'd love to hear from you

📌 Operations & Systems Coordinator (Brisbane)
🏢 Creative Kubo
📍 Brisbane