Overview
AI Operations Lead Jobs in South Africa at Demandflow
Title: AI Operations Lead
Company: Demandflow
Location: South Africa
Location: Remote (Must have availability to collaborate across GMT and EST time zones)
Overview
Demandflow, a fast-growing design and Webflow agency, is hiring an AI Operations Lead to own the operational backbone of the agency and to bake AI into how it runs. In this role, you'll be the dedicated owner of the systems, tooling, automations, and AI-assisted workflows that keep delivery, client, and business operations running cleanly. You'll work across ClickUp hygiene, client portals, access management, invoicing, SOPs, AI-assisted automations, and project kickoff admin, designing the layer that lets the rest of the team focus on the work itself.
You'll be the connective tissue across the agency: the default owner of operational residue, and the person who turns repeat tasks into systems (and increasingly, agents) that don't need to be done again.
Reporting to Head of Client Delivery.
This role requires native / fluent English, strong written communication, and genuine fluency with AI tools and modern operations tooling. It's built for someone who'd rather build a system once than do the same task twice, and who stays close to what's shipping at the frontier of AI tooling so we don't.
How the role fits with the team
The Head of Client Delivery leads the delivery function and owns quality, team performance, account direction, and margin.
Project Leads lead the work on client projects. They own the client relationship, creative direction, and project-level delivery.
The AI Operations Lead runs the operational layer underneath both, so the team can focus on craft and client work. Scope is horizontal across five operational areas: Delivery Ops, Account Ops, Sales Ops, Marketing Ops, and Business Ops.
You'll work daily with Project Leads, report into the Head of Client Delivery, partner with the CEO on sales operations and invoicing, and collaborate with the Technical Lead on QA and automation tooling.
Key Responsibilities
Operational Backbone & Systems
- Own ClickUp as the agency's source of truth: naming conventions, statuses, assignments, dates, and templates
- Run the agency's ops platform day-to-day: data hygiene, project status accuracy, and reports
- Keep the SOP library and Knowledge Hub current and trustworthy
- Maintain Figma workspace hygiene: naming, access, client files vs scratchpads
- Run the commercial asset library: case studies, testimonials, logos, client permissions, and metric screenshots
- Maintain the shareable-projects register: which client work we can publicly reference and which we can't
Project & Account Operations
- Set up every new project: ClickUp folder from template, client portal, Slack channel canvas, and kickoff prep pack for the Project Lead
- Translate revision rounds from Project Leads into assigned ClickUp tasks scheduled into the project plan
- Run pre-QA and pre-launch verification checklists before sign-off
- Run the close-out checklist on every project: feedback ask, testimonial prompt, case study flag, archive
- Keep client portals and Slack canvases current with staging URLs, Figma links, SOWs, contacts, and meeting cadence
Team & Tooling Operations
- First responder for tool access, permissions, and seats across the stack (Webflow, Figma, 1Password, Slack, ClickUp, Teams, and the rest), via a dedicated #ops-requests channel
- Run new-starter onboarding: provision tool accounts, run the first-week checklist, book recurring meetings
- Run leaver offboarding: full access revocation within 24 hours of last day, plus knowledge handoff
- Monthly tool seat audit and quarterly SaaS spend review with the CFO
AI-Assisted Workflows
- Operate the agency's live automation library: daily Project Lead digest, Call action-item routing into ClickUp, transcript-to-SOP drafting, pre-QA agent, weekly client-update drafter, pre-launch verification
- Monitor automations for failures, resolve or escalate
- Flag patterns where new automation would replace repeated manual work. Anything done manually three or more times is a candidate
Reporting & Cadence
- Daily: utilisation checks, EOD update audit, ClickUp @-mention sweep, client channel pulse
- Weekly: blocker triage, delivery scorecard, retainer status updates, scope-creep watch, Friday invoicing run, week-in-review
- Monthly: retainer check-ins, SaaS spend review, case study pipeline check, 30/60/90 check-ins for new starters
- Quarterly: client NPS survey, retainer renewal prep, contract renewal tracking, client-side team change audit
What we're looking for
Systems & Operations Mindset
- Proven experience running operations inside an agency, consultancy, or fast-moving services business
- A reflex to build once and reuse: every third manual repetition becomes a template, SOP, or automation
- Comfort owning the in-between work, where the question is "who picks this up?"
- A documentation reflex. Notes, runbooks, SOPs. Written output is a core part of the role
AI & Automation Fluency
- Genuine, daily fluency with AI tools. You reach for them before defaulting to manual work, and you stay close to what’s shipping at the frontier
- Comfort operating LLM-driven workflows and spotting where new ones would save repeated effort
- Curiosity for how automations are built, even if you're not building them yourself
- Active interest in working somewhere that ships AI as part of the operating model, not just as a feature in client work
ClickUp & Tooling Expertise
- Strong ClickUp experience: workspaces, automations, templates, dashboards
- Comfort across the modern B2B operations stack: Slack, Figma, 1Password, Teams, and similar
- Confidence picking up new tools quickly
Communication & Coordination
- Excellent written communication. You're often the connector between teams, clients, and tools
- Ability to route what you don't action yourself, and chase until the right owner closes the loop
- Confident escalating early and flagging cleanly when something needs leadership input
Attention to Detail & Quality Focus
- A meticulous approach to data hygiene, project records, and process consistency
- Ability to spot drift early (naming inconsistencies, stale statuses, scope creep) and pull things back into shape
Initiative & Ownership
- Strong instinct to take the ball and run with it when leadership says "make this happen"
- Comfort working autonomously across multiple operational areas without daily oversight
Nice to haves
- Prior experience inside a B2B marketing or design agency
- Familiarity with Webflow
- Experience with Attio, Stripe, HubSpot, or similar B2B operations tooling
- Light invoicing or accounting fluency (we work alongside an external accountant)
Who this role is perfect for
Someone who turns operational chaos into systems that just work, and gets a real kick out of removing a problem permanently rather than fixing it twice.
A natural connector who likes being the person every team can rely on to make things move, but who'd rather build the rail than carry every train themselves.
Someone genuinely on the cutting edge of AI tooling, who already uses these tools daily, watches what’s shipping at the frontier, and wants to work somewhere that wires them into how the agency actually operates.
Why Demandflow?
Demandflow is a team of senior designers, developers, and marketing strategists helping high-growth B2B startups and scale-ups build impactful branding, high-performance websites, and strategic creative. We connect design, development, and marketing execution to help brands turn ideas into pipeline.
Our Team Values
Stay Curious, Keep Learning. Every project is a chance to experiment, improve, and refine our craft.
Collaborate Without Ego. We share knowledge openly and work together to create the best possible outcomes.
Take Ownership. We take initiative, problem-solve, and push projects forward.
Obsess Over the Details. Small details make all the difference in delivering exceptional design and development.
What we offer
- 25 days paid leave
- Flexible working hours to support a healthy work-life balance
- Work alongside senior designers, developers, and strategists
- Collaborate with fast-growing scaleups and enterprise companies
- Rapid career progression opportunities based on performance and impact