Ops Concierge
Ops Concierge is our done-for-you custom systems build for agencies doing $30k+ months whose team still needs the founder to sign off on everything.
Get the operations system a six-figure creative agency runs on, custom-built for you in six weeks, so you can scale without the burnout that usually comes with it.
When every revision round still lands back on you
If that sounds like your week, that's exactly what Ops Concierge is for.
We audit it, build it, document it, and train your team on it.
Our team audits how your agency actually runs today, then custom-builds and documents the full operational back end for up to two of your offers, designed around how your agency works rather than a template. You get your six core systems built and live, your policies, SOPs, and operations manual written and stored where your team can find them, your whole team trained on all of it, and 30 days of support after handoff so the new systems actually stick. We're tech-agnostic, so everything gets built inside the tools you already use unless one of them is holding you back.
We build in ClickUp, Asana, Notion, Airtable, HoneyBook, Dubsado and Zapier.
The six core systems
Lead inquiry
A new inquiry gets answered, qualified, and booked without sitting in your inbox waiting for you.
Client onboarding
Every client gets the same polished experience from signed contract to kickoff, no matter how busy the week was.
Delivery and fulfilment
You get one place to see every project, every deadline, and who owns what, so you stop being the human project tracker.
Offboarding
Final deliverable handoff, reviews, and referrals get handled the same way every time, so a finished project closes out properly.
Team management
How work gets assigned, reviewed, and communicated is written down and in place, so your team can stop waiting on you to move.
Data management
You get a high-level CEO view of what's moving in the business and where the gaps are, so you can make decisions from a dashboard and skip the guesswork.
How it works
Audit and plan
You complete the intake, we audit your current operations and meet your team, and then we walk you through what we found along with the build plan.
Build
We build and document your six core systems, with two working sessions where you review what we've built and make decisions with us live.
Training
We train your team on the new systems and processes.
30 days of support
We stay with you while your team breaks the systems in, tightening and adjusting as they go.
What changes
“Clients have literally commented on just how smooth the process was from inquiry to onboarding. We stepped back, they stepped in, and things got so much better. We were finally able to fully sit in our seat as founders.”
Shannelle James Harris · Co-Founder, Koined Digital →This is for you if
This isn't for you if
Founders who stopped being the bottleneck
In no time within the first 90 days, we were able to set up my ClickUp dashboard, all these workflows, automations, gaps in my business I didn't even know existed.
They're basically my COO, built all the processes and systems and holds me accountable to be a better CEO and out of the weeds.
Half of the things they've implemented I would have never thought about, or it would have taken me five to ten years.
It allows me more time to be a visionary and to create, which is what I prefer to do.
Front desk questions
Do I have to use a specific tool?
No. We're tech-agnostic and build inside the CRM, communication, and project management tools you already use. We'll recommend changes where something is holding you back, and if you're set on a tool, we build within it.
How much of my time does this take?
About 1-3 hours a week during the build, mostly in the first two weeks for context and decisions, plus two working sessions where you review what we've built. We run those live because the systems are too heavy to review over email.
What if everything is a mess right now?
That's completely fine. The audit unpacks whatever is happening now, and we build from there.
What if I already have systems and they just need work?
Even better. We keep what's working, fix what isn't, and connect it all so it matches how your agency actually runs.
How many offers do you build for?
Up to two in the initial build. Once the foundation is set, adding more offers later is quick.
Will you train my team?
Yes. Training is built in, and the 30 days of support are there to make sure your team is actually using everything.
What happens when the 30 days end?
Everything keeps running because everything is documented. If you want ongoing support, our Residents' Lounge retainer is the next step.
Do I own everything you build?
Yes. Once you've paid in full, it's yours to use, adapt, and keep.
What if my team changes later?
Everything is documented in SOPs, so new team members can onboard themselves into the systems without anyone rebuilding anything.
You don't have to build any of this yourself, and you don't have to figure out where to start.
Tell us how your agency runs right now and we'll tell you straight whether Ops Concierge is the right fit.