Agency Operations Manager (Part-Time, Remote - UK Based)

Company: PinkSEO Ltd

Role: Agency Operations Manager

Location: Fully remote (UK-based)

Hours: 22 hours per week

Salary: £40,000 per annum pro rata (£23,890 actual)

Contract: Permanent, part-time

About PinkSEO

PinkSEO is a UK-based specialist SEO agency working with established businesses in healthcare, legal, finance and professional services. We deliver technical optimisation, high-quality content and sustainable organic growth.

We are a small, fully remote team. The client work is strong and improving. The internal operations have not kept pace. That is what this role is here to fix.

The Role

You will own the operational backbone of the agency: the internal systems, processes, financial admin and team coordination that keep everything running.

This is not a client-facing delivery role. You will not be doing SEO work. Your job is to make sure the people who do have clear processes, the right tools and fewer unnecessary distractions.

You will work closely with the Founder and will have genuine ownership over how the agency operates day-to-day. This is a building role, not a maintenance one - many of the systems you will manage need to be created first.

Responsibilities

Financial administration

• Overdue payment chasing, refunds, receipt reconciliation and expense tracking in Xero
• Monthly budget reconciliation and wage processing
• Hosting and billing audits: identifying accounts that should not exist, are unbilled, or should be billed to clients

Process and systems

• Design, document and implement internal processes and reporting workflows
• Ensure the team uses project management tools (Productive) and time tracking consistently to the agreed standard
• Identify operational inefficiencies and fix them

Team coordination

• Ensure account managers are on track with client deliverables, deadlines and admin tasks
• Run regular check-ins with the team so the Director is not the only line of management
• Monitor workload, utilisation and capacity across the team 
• Support the recruitment of new client-facing team members (SEO account managers, copywriters, etc)

Quality and reporting

• First-pass quality checks on client reports and content against a standard checklist
• Improve and standardise the agency’s reporting process across all accounts
• Maintain a simple client health view (which accounts are on track, which need attention)

Marketing and admin support

• Webinar logistics: slide preparation, promotion scheduling, recording uploads, CRM segmentation for invitations
• Newsletter production: assembling content from the team, sending on schedule
• Awards submission coordination
• Client birthday tracking and gifting
• Supplier and tool administration: licences, renewals, access

What Success Looks Like

Within six months:

• The Director’s time spent on operational tasks has halved
• Internal reporting follows a consistent process across all accounts
• Time tracking compliance is above 90% across the team
• A documented onboarding process exists for new clients and new team members
• Account managers spend less time on admin and more time on client work

Within twelve months:

• You own day-to-day operational decisions without needing Director approval on routine matters
• The agency can take on new clients or team members without the Director being the bottleneck

What We Need

Essential

At least 2 years’ experience in an operations, office management or agency coordination role

• Experience working in a services business (digital, creative, PR, web — does not need to be SEO-specific)
• Comfortable building processes from scratch, not just following existing ones
• Experience with project management tools (Productive, Asana, Monday, Teamwork or similar)
• Comfortable with basic financial admin: invoicing, reconciliation, expense tracking
• Strong organisational skills and natural attention to detail

Desirable

• Experience in a small or growing agency (under 20 people)
• Experience working in a fully remote team
• Familiarity with Xero or similar accounting software

Personal qualities

• Calm, structured and methodical
• Comfortable ensuring processes are followed by a team that is not used to having many.
• Clear and direct communicator
• Proactive - you notice what’s broken before being told

Why Join PinkSEO

• Fully remote with flexible working hours
• Genuine opportunity to shape how the agency operates — your systems, your decisions
• Direct working relationship with the Director
• A team that is good at what they do and wants to get more structured, not less

How to Apply

Please send:

• A brief cover letter explaining your operations experience and why this role interests you
• One or two examples of operational systems or processes you have built or improved
• Your CV

We value clarity over length.