Operations & HR Lead at MilkBox
Organize our operations, manage our hiring, and grow into leadership as we scale - working remotely with real autonomy.
Job Summary
As Operations & HR Lead at MilkBox, you'll bring order to our fast-moving company by organizing systems, managing freelancers, and making sure our small team runs smoothly. This role starts part-time (6-12 hours/week) but has a clear path to full-time leadership as we grow. You'll work directly with the founder to transform manual processes into organized workflows, handle all hiring needs, and help us scale efficiently.
Important: This position begins with intensive setup work (more hours in the first 1-2 months) then stabilizes to a sustainable rhythm once systems are in place.
What We're Looking For
Your mission is to organize our operations so the Founder and the team can focus on growth. We need someone who can understand complex processes, make them simple, and measure everything by ROI. You'll make independent decisions while keeping leadership informed through clear, concise updates. This isn't about building technical systems - it's about organizing, documenting, and managing them effectively.
Your Goals Are:
Initial Focus (First 60 Days):
- Set up project management system (ClickUp, Notion, Linear, Monday, or similar)
- Document and organize all existing processes
- Create visibility into all projects and tasks
- Hire and onboard a new full-time developer
- Begin hiring freelancers for immediate needs (design, documentation, etc.)
- Establish clear reporting structures
Ongoing Responsibilities:
- Manage and optimize team performance
- Prepare weekly decision briefs for leadership
- Define and track productivity metrics
- Identify opportunities to reduce manual work
- Oversee budget allocation for projects and freelancers
- Support strategic planning with clear insights
What Makes You a Good Candidate
- Proven executor who gets things done without constant supervision
- Systems thinker who creates repeatable processes and understands how everything connects
- Clear communicator who makes complex things simple
- Experience managing remote teams or freelance talent
- Startup mindset - thrives in ambiguity and constant change
- ROI-focused - proves value with numbers, not just activity
- Quick learner - jumps into new tools without fear
- Basic technical comfort - can handle simple automations (like Sheet→Slack)
- Hiring experience - has successfully recruited and evaluated talent
Stand Out With
- Operations experience in B2B companies or agencies - understands service businesses
- Managed 5+ freelancers simultaneously - proven coordination at scale
- Built operations from scratch - created order from chaos before
- Bilingual (Portuguese/English) - can work with Brazilian and international talent
- Experience with similar tools: project management (ClickUp/Notion/Linear/Asana), automation (Make/N8N/Zapier), databases (Airtable/Baserow/PostgreSQL/Supabase)
- Track record of measurable improvements - can show before/after metrics
About MilkBox
About MilkBox
MilkBox is a B2B company providing email infrastructure (Google & Microsoft mailboxes) for cold email campaigns. We're the technical backbone that ensures our clients' emails reach their prospects, handling all the complex infrastructure so they can focus on their campaigns.
We operate lean and profitable, competing with larger players through smart automation and exceptional service. After recent market changes, we're rebuilding stronger and positioning for growth - which is where you come in.
👥 About Our Customers
Our clients are successful B2B companies across various industries, primarily in international markets. They rely on us for critical sales infrastructure - email accounts that actually deliver. They need reliability, speed, and technical excellence.
When they choose MilkBox, they're choosing a partner who handles complexity behind the scenes so they can focus on what matters: campaigns that convert.
Know Your Leadership
Meet the person you'll be working with directly
Lucas, founder of MilkBox
Lucas leads MilkBox with focus on product excellence and customer success. Having built the company from scratch, he knows every detail but recognizes that scaling requires delegation and systematization. He values autonomous thinking, clear communication, and results over activity.
You'll work directly with Lucas to transform MilkBox from founder-led operations to scalable systems, creating space for strategic growth while maintaining our high standards.
Your Responsibilities
What you'll be doing on a daily, weekly, and as-needed basis
📅Daily Tasks
- •System Monitoring: Keep project management platform updated - all tasks tracked, deadlines clear
- •Team Coordination: Quick check-ins to remove blockers and keep things moving
- •Decision Preparation: Compile and prioritize what needs leadership input
- •Freelancer Management: Track deliverables and maintain relationships
📊Weekly Tasks
- •Executive Briefing: Deliver clear update on operations, decisions needed, and recommendations
- •Hiring Pipeline: Move recruitment forward - screening, scheduling, coordinating
- •Process Improvement: Identify and document improvements (big or small)
- •Metrics Review: Analyze productivity data and suggest adjustments
⚡When Necessary
- •Urgent Hiring: Quickly find and vet freelancers for time-sensitive projects
- •Crisis Response: Step in when operational issues threaten client delivery
- •Tool Evaluation: Research and test new operational tools
- •Strategic Support: Assist with special projects as company evolves
Additional Attributes
What to Expect in the First Year
A clear roadmap of what to expect and how you'll grow with us
First 30 Days
Deep dive into our operations. You'll understand how everything works, implement project management systems, and start documenting processes. Expect higher hours as you absorb context. Initial wins include organized task visibility and first freelancer hires started.
First 60 Days
Systems taking shape. Hiring pipeline active with developer recruitment advancing. Processes documented and improving. Weekly briefings becoming routine. Time commitment settling into sustainable rhythm (6-12 hours/week).
First 90 Days
Full operational flow established. New developer successfully onboarded. Managing multiple freelancers independently. Founder spending minimal time on operations. Clear ROI demonstrated through time saved and improved execution.
After 6 Months
Strategic evolution begins. As company grows, your responsibilities expand. Potential for increased hours, revenue-generating activities, and building a team. Clear path to full-time senior leadership role as we scale beyond 20+ employees.
Our Selection Process
Initial Application
Submit your application including a brief introduction, relevant experience and expectations.
Quick Screen
15-minute video call to assess communication style and mutual fit.
Practical Assessment
2-hour paid assessment based on our real challenges - create an action plan and basic system design.
Final Interview
45-minute deep dive into specific scenarios, working style, and culture fit.
Trial Period
One-month trial period with weekly check-ins. We'll evaluate progress together and formalize the long-term arrangement if it's a good fit.
We encourage your application!
If you do not meet 100% of the requirements, we still encourage you to apply!
We value mindset and growth potential as much as experience. MilkBox is committed to diversity and inclusion and ensures equal opportunities for all candidates, without discrimination based on race, gender, age, disability, or any other characteristic protected by law.
Send Your Application