Work Management Systems & Workflow Manager ClickUp / Asana
Role Purpose
MEI Group is building Keystone, a global internal marketing and commercial enablement capability supporting multiple businesses and regions.
We are seeking an experienced Work Management Systems & Workflow Manager to design, configure, govern and continuously improve the work management environment supporting Keystone.
The business currently operates in Asana and may transition to ClickUp as the organisation develops. We are therefore looking for someone with advanced hands-on experience in either ClickUp or Asana, together with the systems thinking and workflow design capability to work effectively across both platforms.
This is 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 The objective is to create one trusted system of work across Keystone.
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
Annual / 90-Day Plan
Campaign / Initiative
Brief
Deliverable
Task
Approval
Launch
Result
Learning / Follow-Up Action
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 transparent 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?
What is due?
What is blocked?
Who is overloaded?
What capacity is available?
What work is coming next?
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.
The focus is not surveillance. The purpose is to understand 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
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. Users need to understand 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.
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
Candidates should have 4+ years of relevant professional experience, including advanced hands-on experience with Either ClickUp OR Asana
You do not need to be an expert in both.
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 understands how processes, roles and technology connect.
Process driven naturally creates structure and repeatability.
Highly organised can manage significant amounts of work and data.
Analytical — understands what management information actually matters.
Confident — prepared to challenge poor system behaviour.
Practical — avoids building unnecessary complexity.
Technically curious — comfortable learning new systems quickly.
A strong communicator — able to train non-technical users.
Accountable — takes ownership rather than waiting to be directed.
📌 Work Management Systems and Workflow Manager - ClickUp / Asana (Jabalpur)
🏢 Mammoth Equipment u0026 Exhaust
📍 Jabalpur
Reply to this offer
Impress this employer describing Your skills and abilities, fill out the form below and leave Your personal touch in the presentation letter.