Work Management Systems & Workflow Manager ClickUp / Asana
Role Purpose
Keystone
Work Management Systems & Workflow Manager
Asana
not a task administration or project coordinator role
You will be responsible for converting Keystone's operating model into a disciplined digital system covering:
Strategy Planning Briefing Work Intake Prioritisation Capacity Execution Approval Delivery Reporting Improvement
one trusted system of work
Key Responsibilities
1. Work Management Platform Architecture
Design, configure and maintain the Keystone work management environment in ClickUp and/or Asana.
This includes:
- Workspaces and organisations
- Spaces, teams and departments
- Portfolios or portfolio-equivalent structures
- Folders, projects and lists
- Entity 90-day plans
- Campaign structures
- Functional production workflows
- Tasks and subtasks
- Milestones
- Dependencies
- Recurring work
- Custom fields
- Status structures
- Priorities
- Forms
- Templates
- Automations
- Permissions
- Dashboards
- Goals and objectives
- Workload and capacity views
The system must be simple enough for everyday users while providing reliable management information.
2. Translate Keystone into the System
Convert Keystone's operating model into practical workflows covering the complete marketing delivery process.
You will create a consistent hierarchy such as:
Entity Strategy
Configure standard workflows covering areas including:
- Content
- Creative
- Social media
- Paid search
- Paid social
- SEO/AEO
- Websites
- CRM/HubSpot
- Email marketing
- Events
- Video
- AI automation
- Sales enablement
- Cross-functional campaigns
3. Work Intake & Briefing
Establish a controlled system for how work enters Keystone.
Responsibilities include:
- Build request and briefing forms.
- Establish mandatory information requirements.
- Create triage workflows.
- Prevent incomplete work from entering production.
- Define priorities.
- Establish approval paths.
- Route work to the appropriate capability team.
- Reduce work being allocated through email, Teams, WhatsApp or verbal requests.
The principle is simple:
If work isn't in the system, it isn't approved work.
4. Capacity, Workload & Resource Management
Give Keystone management clear visibility over available capacity and incoming demand.
You will:
- Maintain workload by team member.
- Track estimated effort.
- Track actual time where required.
- Identify over-allocation.
- Identify underutilisation.
- Maintain four-week forward demand views.
- Separate planned from unplanned work.
- Identify bottlenecks.
- Support prioritisation when demand exceeds capacity.
Management should be able to answer:
Who is working on what?
without manually assembling spreadsheets.
5. Time Tracking & Utilisation
Configure and administer time-tracking functionality using native ClickUp capabilities or appropriate Asana integrations.
Responsibilities include:
- Task estimates.
- Actual time tracking.
- Timesheet processes.
- Reminders.
- Approvals where required.
- Estimated versus actual reporting.
- Team utilisation reporting.
- Work by entity.
- Work by capability.
- Work by Client Marketing Lead.
- Planned versus unplanned work.
capacity, cost and delivery performance
6. Dashboards & Management Reporting
Create trusted operational dashboards for Keystone management.
Dashboards should cover:
- Active workload
- 90-day priorities
- Campaign status
- On-time delivery
- Overdue work
- Blocked work
- Capacity
- Upcoming demand
- Utilisation
- Work by entity
- Work by CML
- Work by capability
- Unplanned work
- Approval bottlenecks
- System adoption
- Data quality
You will produce exception reporting that highlights problems requiring management action rather than simply displaying large quantities of data.
7. Platform Governance & Data Quality
Own the integrity of the system.
Conduct regular audits covering:
- Missing owners
- Missing due dates
- Incorrect statuses
- Missing priorities
- Missing estimates
- Broken dependencies
- Overdue work
- Stale tasks
- Duplicate tasks
- Blocked tasks
- Outstanding approvals
- Incorrect categorisation
- Incomplete projects
Follow up non-compliance and escalate recurring issues.
8. SOPs, Training & Adoption
Technology alone will not fix weak operating discipline.
You will create:
- SOPs
- Quick-reference guides
- Role-specific instructions
- Training videos
- Onboarding material
- Governance standards
- Workflow diagrams
You will deliver role-specific training to:
- Client Marketing Leads
- Marketing specialists
- Functional managers
- Leadership
- Approved external contributors
The objective is not simply to show users where buttons are.
how Keystone works and what their responsibilities are inside the system
9. Automation & Integration
Identify opportunities to eliminate unnecessary manual administration.
Configure or support integrations and automations involving platforms such as:
- ClickUp
- Asana
- Microsoft Teams
- Outlook
- Google Workspace
- HubSpot
- Power BI
- Zapier
- Make
- Microsoft Power Automate
- Excel / Google Sheets
- AI workflow tools
Automations must improve workflow integrity rather than create unnecessary complexity.
10. ClickUp / Asana Platform Evaluation & Migration
A specific responsibility of this role will be helping MEI Group determine the appropriate long-term work management platform.
The business currently uses Asana but may move to ClickUp.
You will assist management to evaluate:
- Workflow capability
- Capacity management
- Reporting
- Dashboards
- Automations
- Time tracking
- Permissions
- User experience
- Integrations
- Scalability
- Administration effort
- Cost
- Migration complexity
If a migration is approved, you will support or lead:
Current-state audit future-state architecture migration mapping configuration data migration testing training rollout post-migration optimisation.
The operating model must remain intact regardless of the software selected.
Required Experience
4+ years of relevant professional experience
not
We are interested in candidates who have personally designed, configured and governed a work management system for a multi-team organisation.
Essential Capability
Candidates must demonstrate that they have:
- Designed a work management environment rather than simply used one.
- Built workflows across multiple departments or teams.
- Created controlled work intake processes.
- Built meaningful dashboards.
- Managed system data quality.
- Developed SOPs.
- Trained users.
- Driven user adoption.
- Improved business processes.
- Challenged poor system usage.
- Managed system configuration changes.
Highly Desirable Experience
Experience within one or more of the following will be highly regarded:
- Marketing agencies
- Internal marketing departments
- Shared-services environments
- PMO environments
- Professional services
- Multi-entity organisations
- Global teams
- Marketing operations
Personal Attributes
We are looking for someone who is:
A systems thinker
Process driven
Highly organised
Analytical
Confident
Practical
Technically curious
A strong communicator
Accountable
