Operations Specialist

About Cadre AICadre AI is an AI strategy and integration firm that partners deeply with organizations to transform workflows, streamline operations, and deliver measurable business outcomes. We operate at the intersection of strategy, engineering, and adoption, ensuring AI delivers real, lasting impact for the B2B companies we serve.The RoleThe Operations Specialist is the operational engine of a Cadre AI delivery pod. You report directly to the Director of AI Strategy (your pod leader) and work alongside a team of fellow Ops Specialists to keep the pod running with precision across its full book of client business.You own the operational rhythm of the pod: the daily syncs, the weekly planning sessions, the retros, and the client communication that keeps every engagement moving forward. You have a clear picture of every pod member's workload at all times, and you surface blockers and delays to the pod leader before they become client-visible problems.This role is for someone who finds deep satisfaction in a well-run meeting, a clean ClickUp board, and a Friday recap email that lands exactly right. You are not waiting to be told what needs attention. You already know.What You’ll DoOnboard New Clients and Maintain Client RecordsCoordinate new client onboarding by scheduling kickoff calls with pod members and ensuring a smooth handoff from the Sales teamBuild out ClickUp infrastructure before onboarding calls: client folders, tasks, milestones, timelines, and client-facing naming conventions all in placeEstablish project foundations with dates set, assignees confirmed, and milestones visible in the client portal from day oneMaintain up-to-date client records in Cadre One throughout the engagement: inviting client members, updating stakeholder information, and keeping client sentiment currentRun the Pod’s Operational RhythmLead daily syncs, weekly planning sessions, and weekly retros for the pod, setting agendas in advance, keeping sessions focused, and ensuring every meeting produces clear outputs and documented action itemsOwn the weekly planning process, ensuring all client work for the following week is scoped, assigned, and in an active sprint by end of day FridayTrack each pod member's workload across all active client engagements, maintaining a clear picture of capacity, upcoming deadlines, and any work at risk of delayProactively surface blockers, delays, and capacity concerns to the pod leader before they become client-facing issues, bringing context and a recommended path forwardCapture action items from Slack channels, internal syncs, and client meetings and convert them into ClickUp tasks with accurate assignees and due dates within 24 hoursOwn ClickUp Hygiene Across the Book of BusinessMonitor ClickUp health across all pod clients on a continuous basis, identifying and resolving hygiene issues that create operational risk or reduce visibilityEnsure all tasks, milestones, and deliverables are properly structured with accurate dates, assignees, and client-facing names at all timesMove incomplete sprint tasks forward, close or archive dormant items, and maintain milestone visibility in the client portal with accurate status updatesFlag process gaps to the pod leader and coordinate with the Product, Research, and Engineering team on client deliverables and timelines, ensuring deadlines are captured and the right people are notified when work is complete or at riskLead Client Communication and Meeting ManagementLead the weekly client recap process: gather updates from pod members, synthesize into a clear Friday email for each client covering the week's work, upcoming priorities, and milestone tracker referencesManage client meeting logistics end to end: scheduling, agenda preparation, real-time note-taking, and converting all follow-ups into ClickUp tasks assigned to the right pod members within 24 hoursEnsure all client meetings are booked at least 30 days in advance and tracked in a centralized location per the defined processSupport the pod leader in preparing Monthly Operating Review decks, providing context and color in the meeting with the executive team as neededWho You Are2+ years of experience in operations, project coordination, or client services, preferably in agency, consulting, or professional services environments where precision and follow-through are non-negotiableExcessively organized with exceptional attention to detail; you can manage multiple client engagements simultaneously without anything slippingConfident facilitating meetings with a team; you can run a daily sync or a weekly retro without it going sideways, and you know how to keep a session on track without being heavy-handedProficient with ClickUp or a comparable project management platform, including complex task structures, custom fields, and sprint workflowsStrong written communicator who can gather input from multiple team members and synthesize it into a clear, professional client-facing emailProactive by default; you do not wait to be told when something needs attention, you already see it and you are already working on itComfortable working closely with a pod leader and a team of peers, operating as a trusted partner rather than a support functionExperienced with Google Workspace (Sheets, Docs, Calendar) and familiar with meeting transcription and productivity toolsExperience working alongside or project managing technical teams such as engineers or developers is an added bonusWhat Sets You ApartYou have been the operational anchor on a client-facing team before. You know what it feels like to be the person everyone relies on to keep things moving, and you do not find that pressure stressful; you find it motivatingClickUp is not new to you. You have built and maintained complex project structures and you know how to make a tool work for a team, not the other way aroundYou run meetings that people actually find useful. Agendas are prepped, time is respected, and action items are documented before anyone leaves the roomYou have strong opinions about what good operational process looks like and the confidence to flag it clearly when something is not meeting the standardWhy Cadre AIReal impact. The work you do directly enables your pod to deliver exceptional results for clients. When operations runs well, everything runs well.Exposure to the frontier. You will work inside one of the most AI-native consulting firms in the country, with front-row access to how enterprise AI transformation actually gets done.AI-native culture. We do not just build AI for clients. We use it to run our own operations. You will work with people who are as obsessed with the tools as you are.Room to grow. This role builds deep expertise in AI consulting operations with exposure to strategic planning, engineering workflows, and executive client relationships.Upside. We are bootstrapped, profitable, and growing fast. Early team members share in the success they help create.No bureaucracy. Small pods. Clear accountability. The best idea wins, regardless of who says it.Cadre AI is building the future of how companies adopt and operate AI. We believe the best operations people make everything around them look effortless. If that is how you work, we want to talk.CompensationThe base pay range for this role is $3,000 – $4,000 per year.

Apply Now