Operations Coordinator Outreach & Freelancer Management Hubstaff + Apollo

We run a small remote team (call center agents on Hubstaff + lead researcher/list builder + cold email outreach). You will be the **ops coordinator** who keeps everything moving: tasks, deadlines, handoffs, QA, and daily reporting.

**Core responsibilities**

* Set up and run our task hub (monday / Asana / ClickUp) as the single source of truth
* Assign tasks, chase deliverables, remove blockers, enforce deadlines
* Daily ops update to me (1 short message: output, blockers, next actions)
* QA spot-checks: lead lists + outreach readiness (required fields, email status, duplicates, notes)
* Keep SOPs + checklists updated (simple, copy/paste, repeatable)
* Basic reporting: calls/day, connects, list rows/day, % with verified emails, bounce/reply metrics

**Tools (must be comfortable with)**

Hubstaff, Google Sheets/Excel, Apollo (lists/exports), cold email tool (Instantly/Smartlead or similar), task hub (monday/Asana/ClickUp).

**Nice to have**

Basic understanding of deliverability (warmup, sending limits, bounce risk), simple data cleaning, structured SOP writing.

**Working style**

Direct, KPI-driven, fast follow-up. You’re not a “note-taker”—you push people to completion.

**Hours**

10–20h/week to start (can scale). Remote.

**To apply**

Answer the 5 screening questions below. Short and specific.

## 5-Question Screening Test (copy/paste)

1. **Which task hub do you prefer (monday/Asana/ClickUp) and why—in 2 sentences?** Describe how you structure: boards/projects, statuses, owners, due dates.
2. **Apollo:** Do you use Apollo? **Which subscription plan do you have** (Free/Basic/Professional/Organization or other) and what can you do in it (exports, enrichment, filters)?
3. **Daily Ops Message:** Write a sample daily update (max 8 lines) for this team:

* 2 callers on Hubstaff
* 1 list builder
* 1 cold email operator
* Include outputs + blockers + next actions.

1. **QA Checklist:** List the **minimum required columns** you’d enforce for a lead list that will be used for cold email (keep it to ~10–14 fields). Include email status and source.
2. **Deliverability sanity checks:** If yesterday’s bounce rate jumps from 2% to 8%, what are your **first 5 checks/actions** before we continue sending?