The Role

The Digital Transformation Specialist is responsible for analyzing existing processes, identifying areas for improvement, and designing and implementing digital solutions to enhance operations efficiency and customer experience.   This role works closely with agency teams and departments to drive digital transformation initiatives, leveraging emerging technologies and best practices to support strategic objectives. This role also owns the operational layer of the web department, covering intake, coordination, client communication, and documentation. 

Your Primary Responsibilities

Web Project Management

• Own the web request intake and triage process: receive project briefs from account executives, assess completeness and clarity, flag gaps before work enters the queue, and route requests to appropriate web team resources for scoping and sprint planning.
• Translate sold SOWs into sprint-ready work items for the web team, and maintain accurate status back in Workamajig so that project records, budgets, and timelines reflect active development.
• Manage daily, weekly, and sprint-based development activities, maintaining project schedules and ensuring all milestones align with client timelines and agency delivery standards.
• Conduct regular budget and hour audits to keep engagements on track and flag risk early.
• Align technical team schedules to priority assignments against available capacity, coordinating with internal and external outsource options as needed.
• Maintain documentation in Notion to ensure project knowledge, process standards, and delivery playbooks are current and accessible.

Sprint and Workflow Coordination

• Facilitate daily standups and weekly web huddles, driving clarity on priorities, blockers, and handoffs.
• Coordinate and allocate tasks to web designers, developers, and QA testers, ensuring each team member has the resources and clarity needed to deliver successfully.
• Manage project handoffs and transitions between departments, ensuring smooth workflows and effective communication.
• Proactively identify, troubleshoot, and resolve bottlenecks in development and deployment workflows, escalating risk factors to the CDO when needed to protect project outcomes and client satisfaction.

Client Communication and Stakeholder Management

• Serve as the primary communication bridge between the web team and stakeholders, providing regular project status updates, managing expectations, and ensuring alignment throughout the project lifecycle.
• Coordinate with account executives to ensure all projects are set up correctly in the system and move efficiently through the agency funnel.
• Ensure all project details, including goals, objectives, KPIs, and deadlines, are accurately represented in the project management system.

Billable Technical Execution

• Contribute directly as a billable resource on front-end development, HubSpot CMS configuration, and web strategy support.
• Scope and price SEO, AEO, and accessibility opportunities surfaced by account managers from within the existing client portfolio.
• Manage active SEO and AEO client retainers once service lines are launched.
• Own epicosity.com technical health, including accessibility compliance, content updates, and ongoing technical audits.

Improve Agency Efficiency and Capacity Planning (GOAL 1)

• Leverage your background in web development and application creation to design and build a custom resource management solution that gives the agency real-time visibility into team capacity, utilization, and project load. This may take the form of an internal web app, dashboard, or automated workflow that surfaces underutilization and overutilization patterns, flags delivery risks before they escalate, and supports data-driven outsource decisions through a managed vendor roster.
• A core component of this solution should streamline how projects are set up, tasks are assigned, and work is updated across the team — reducing manual overhead, eliminating redundant data entry, and ensuring that project records in Workamajig and Notion stay accurate without relying on heroic effort from individual team members. The goal is a system where spinning up a new project, routing tasks to the right people, and tracking progress happens faster and with less friction.
• The goal is not just to monitor resources — but to engineer a smarter system for how the agency plans, allocates, and executes work. Success looks like fewer last-minute escalations to the CDO and VP of Operations, more predictable sprint outcomes, faster project setup, and a repeatable capacity planning process that scales with agency growth.

Software & Skills

• Proficient in Workamajig and HubSpot, including both CRM and the web and marketing platform.
• Working knowledge of agency and web development workflows, digital project lifecycles, and a practical understanding of web design, front-end development, and SEO and AEO concepts.
• Familiarity with Notion for documentation and sprint planning workflows.
• Excellent communication skills, both written and verbal.
• Ability to manage multiple projects simultaneously with strong attention to detail.
• Strong interpersonal skills with a proactive and responsive approach to communication.
• High sense of personal accountability and ownership.
• Ability to work independently and as part of a team.
• Professionalism, competence, and confidentiality in all situations.