The Role
The Operations Specialist at Cadre AI manages operational tasks for client engagements, oversees project coordination using ClickUp, facilitates meetings, and maintains client records. This role requires strong organizational skills and experience in project management within professional services.
Summary Generated by Built In
About Cadre AI
The Role
What You’ll Do
Onboard New Clients and Maintain Client Records
Run the Pod’s Operational Rhythm
Own ClickUp Hygiene Across the Book of Business
Lead Client Communication and Meeting Management
Who You Are
What Sets You Apart
Why Cadre AI
Compensation
Cadre 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 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.
- Coordinate new client onboarding by scheduling kickoff calls with pod members and ensuring a smooth handoff from the Sales team
- Build out ClickUp infrastructure before onboarding calls: client folders, tasks, milestones, timelines, and client-facing naming conventions all in place
- Establish project foundations with dates set, assignees confirmed, and milestones visible in the client portal from day one
- Maintain up-to-date client records in Cadre One throughout the engagement: inviting client members, updating stakeholder information, and keeping client sentiment current
- Lead 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 items
- Own the weekly planning process, ensuring all client work for the following week is scoped, assigned, and in an active sprint by end of day Friday
- Track each pod member's workload across all active client engagements, maintaining a clear picture of capacity, upcoming deadlines, and any work at risk of delay
- Proactively surface blockers, delays, and capacity concerns to the pod leader before they become client-facing issues, bringing context and a recommended path forward
- Capture action items from Slack channels, internal syncs, and client meetings and convert them into ClickUp tasks with accurate assignees and due dates within 24 hours
- Monitor ClickUp health across all pod clients on a continuous basis, identifying and resolving hygiene issues that create operational risk or reduce visibility
- Ensure all tasks, milestones, and deliverables are properly structured with accurate dates, assignees, and client-facing names at all times
- Move incomplete sprint tasks forward, close or archive dormant items, and maintain milestone visibility in the client portal with accurate status updates
- Flag 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 risk
- Lead 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 references
- Manage 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 hours
- Ensure all client meetings are booked at least 30 days in advance and tracked in a centralized location per the defined process
- Support the pod leader in preparing Monthly Operating Review decks, providing context and color in the meeting with the executive team as needed
- 2+ 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-negotiable
- Excessively organized with exceptional attention to detail; you can manage multiple client engagements simultaneously without anything slipping
- Confident 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-handed
- Proficient with ClickUp or a comparable project management platform, including complex task structures, custom fields, and sprint workflows
- Strong written communicator who can gather input from multiple team members and synthesize it into a clear, professional client-facing email
- Proactive by default; you do not wait to be told when something needs attention, you already see it and you are already working on it
- Comfortable working closely with a pod leader and a team of peers, operating as a trusted partner rather than a support function
- Experienced with Google Workspace (Sheets, Docs, Calendar) and familiar with meeting transcription and productivity tools
- Experience working alongside or project managing technical teams such as engineers or developers is an added bonus
- You 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 motivating
- ClickUp 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 around
- You run meetings that people actually find useful. Agendas are prepped, time is respected, and action items are documented before anyone leaves the room
- You have strong opinions about what good operational process looks like and the confidence to flag it clearly when something is not meeting the standard
- Real 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.
The base pay range for this role is $3,000 – $4,000 per month.
Top Skills
Clickup
Google Workspace
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The Company
What We Do
Cadre is an AI strategy and integration firm focused on helping organizations unlock the power of AI to drive measurable business results that grow revenue, increase EBITDA, and unlock scalability. We implement best-in-class AI tools and technologies to AI-Enable your business and create a lasting competitive advantage. Our combination of entrepreneurial experience, strong operational understanding and technical AI expertise enables us to help our clients integrate cutting-edge AI technologies to drive efficiency, productivity, and growth. As a team we take an “ownership mindset” to our clients business, asking ourselves “what moves would I make if this was my business” and are committed to transforming your company into a “future-proof” organizations by leveraging the power of AI to achieve operational excellence and enhanced profitability and putting you ahead of your competitors and industry.
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