Operations Manager

Happy Medium is a team of creators, strategists, and problem-solvers united by a shared purpose: helping organizations grow through clarity, creativity, and technology. While operating as a full-service marketing and digital agency, Happy Medium also leads the development of innovative products, including EverDwell, a software that streamlines your Housing Finance Agency operations to help increase loan volume and convert more homebuyers into homeowners for state agencies across the country.

We apply the same strategy-first approach to our own business that we bring to our clients, combining insight, design, and data to build measurable impact. Everything we do is designed to deliver proven ROI, helping our clients increase profit, efficiency, and peace of mind. Whether through a digital campaign, a technology solution, or a full-scale growth strategy, our work connects creativity to clear business outcomes. Over the years, Happy Medium has been recognized on the Inc. 5000 list of the fastest-growing companies in the U.S., named a Best Workplace for Young Professionals by the Greater Des Moines Partnership, a Business with a Bright Future by the Business Record, and more. Our culture is grounded in curiosity, happiness, integrity, and teamwork, the values that guide everything we do. We prioritize a workplace that is both high-performing and human – where creativity and accountability coexist. Happy Medium proudly supports an inclusive environment where every teammate is respected, supported, and valued. We believe that diverse perspectives strengthen our work and that our clients are best served when every voice has the opportunity to thrive.

ROLE OVERVIEW

The Operations Manager is the backbone of agency efficiency — ensuring our systems,

processes, and tools work together seamlessly. You’ll transform strategy into structure,

turning ideas into action and ensuring our team is aligned, deadlines are met, and

operational details are handled.

This is a 1099 contractor position (10–20 hours/week) ideal for someone who loves agency

operations, is tech-savvy, detail-driven, and finds satisfaction in keeping the trains running

on time.

KEY RESPONSIBILITIES

Systems & Process Management

• Maintain and improve agency systems (Workamajig, Slack, and Google Workspace).
• Audit and document workflows for finance, project management, onboarding, and client reporting.
• Create and enforce checklists, templates, and operational SOPs.
• Ensure processes are followed consistently across all teams.

Resource & Capacity Coordination

• Track team workload, deadlines, and capacity forecasts.
• Identify bottlenecks early and proactively communicate solutions.
• Support projects’ flow across strategy, creative, media, and client service teams.

Finance & Reporting Support

• Coordinate invoicing, expense tracking, and vendor payments with leadership.
• Maintain financial hygiene across systems.
• Generate simple weekly reports on utilization, project profitability, and operational KPIs.

Accountability & Administration

• Run internal operations meetings and follow up on action items.
• Ensure compliance with PTO, out-of-office, and time entry policies.
• Manage vendor agreements, subscriptions, and onboarding checklists.

IDEAL EXPERIENCE & ATTRIBUTES

• Deep familiarity (or willing to learn) with Slack and Google Workspace.
• Strong grasp of process documentation and workflow optimization.
• Financial awareness (understanding utilization, margins, and invoicing cycles).
• Excellent communication and follow-through — keeps everyone accountable without creating friction.
• Self-motivated, proactive, and comfortable managing their own priorities.
• Personality that complements a visionary, fast-moving owner (likely Si or Sc on DiSC).

WHAT SUCCESS LOOKS LIKE

• Audit and document 5–10 core operational processes.
• Establish a weekly reporting rhythm for project status and operational success.
• Identify and solve recurring bottlenecks that slow the team down.

KEY PERFORMANCE INDICATORS (KPI’s)

• Process clarity: 10 key agency workflows documented and actively used by the team.
• On-time delivery: 95% of client work and internal projects meet deadlines.
• Owner leverage: ≥10 hours per week of CEO time reclaimed from operational work.
• Communication accountability: 100% of meeting action items followed up within one week.

ENGAGEMENT DETAILS

• Contract Type: 1099 independent contractor
• Hours: 10–20 hours per week

Job Type: Contract

Pay: $30.00 per hour

Application Question(s):

• We’re looking for someone who is detail oriented, proactive, and comfortable pivoting in a fast paced environment. Tell us about a time you really shined in those areas at work. Bonus points if your example shows how you bring both structure and creativity to your role. Be sure to include the word pineapple somewhere in your answer as it helps us know who’s paying attention and communicates your eye for detail. We’re especially interested in hearing how you approach challenges when priorities shift, how you keep communication clear across teams, and how you stay focused on results while supporting those around you. The best responses will give us a sense of your personality, problem solving style, and how you like to work with others in a fast moving environment.

Work Location: In person