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Ubong
Evans

Workflow Systems Coordinator

I build operations infrastructure that transforms how teams work — turning scattered tools, WhatsApp threads, and Excel sheets into connected, automated systems that run themselves. From architectural firms to digital agencies, I design the backend of how work gets done.

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Ubong Evans
LinkedIn X / Twitter
Technical Stack

Tools I Build With

Four platforms. Infinite configurations. I combine them to build systems that solve real operational problems — not theoretical ones.

Airtable
Airtable
Relational database design, interface builder, linked records, formula fields
M
Make
Workflow automation, multi-step scenarios, API connections, scheduled triggers
Notion
Notion
Documentation systems, SOPs, wikis, project wikis and client portals
Asana
Asana
Task management, project tracking, team coordination and workflow setup
⭐ Workflow Design & Structuring ⭐ Task & Project Coordination ⭐ Cross-Team Organisation ⭐ Progress Visibility & Delivery Tracking ⭐ Async Communication Architecture ⭐ Execution Management Systems ⭐ Internal Communication Systems ⭐ Database Design & Information Flow
By the numbers
5+
Systems Delivered
11
Tables per Architecture
7+
Automations per System
0
Manual Reports Needed
Showcase

Systems I've Built

Each system below is a fully functional operations infrastructure — not a template, not a mockup, but a live working system built around how that specific business actually operates.

01 — Flagship System Architectural Operations

Structura — Architectural Firm Operations System

Full operations infrastructure for architectural practices

A fully integrated operations system built for architectural firms — replacing WhatsApp threads, Excel sheets, and scattered email chains with one connected platform. The system handles every dimension of how an architectural firm operates, from the first client meeting to project handover.

11 linked Airtable tables covering projects, clients, team, RFIs, permits, financials, and site visits
9 role-based interface pages — Principal sees everything, team members see only their scope
AIA phase tracking (SD → DD → CD → Bidding → CA) with auto-generated task batches on phase change
Make automations: overdue task DMs, RFI deadline alerts, site visit summaries, financial digests
Styled HTML email digest sent every Saturday at 8AM — no manual reporting required
Slack integration across 9 channels — per-project channels, billing alerts, RFI tracker
View Live System ↗
02 — Real Estate Operations Real Estate Operations

Axis Property Group — Real Estate Agency System

Lead capture to agent assignment, fully automated

A complete operations infrastructure for real estate agencies — handling lead capture, automated agent assignment, client onboarding, pipeline tracking, and Slack communication from a single Airtable base.

Netlify-hosted landing page with Google Form lead capture
Automatic Slack workspace invites with private per-client channels
Multi-step branded HTML email sequences via Make + Gmail
Random agent assignment logic with pipeline tracking
View Live System ↗ Documentation ↗
Workflow Automations

The Work That Runs Itself

Every system I build includes automations that eliminate manual work permanently. These aren't nice-to-haves — they're the infrastructure that makes the system worth using.

AUTO — 01
Task Completion Trigger & Notification
When a task status changes to Completed, the system automatically updates the Date Completed field and sends a Slack notification to relevant stakeholders.
Removes: Manual timestamp logging · Progress reporting · Follow-up messages
AUTO — 02
Weekly Record Update Email Summary
Automatically compiles updated records and sends a structured, styled HTML weekly email to stakeholders — no spreadsheet extraction, no manual formatting.
Removes: Weekly report preparation · Manual aggregation · Status drafting
AUTO — 03
Automated Team Member Onboarding
When a new team member is added, a branded welcome email fires automatically with an embedded Slack workspace invitation link.
Removes: Manual onboarding emails · Slack tracking · Repetitive welcome comms
AUTO — 04
Overdue Status Automation
Automatically updates a task or project to Overdue if the due date passes without completion — maintaining accountability without human intervention.
Removes: Manual deadline monitoring · Status correction · Reactive checks
AUTO — 05
Scheduled Overdue Report
Sends a scheduled styled HTML email summarising all overdue records every Saturday at 8AM. Each task card shows project, assignee, phase, priority, and days overdue.
Removes: Manual overdue tracking · Reminder emails · Escalation coordination
AUTO — 06
24h / 48h Pre-Overdue Slack Alerts
Sends Slack alerts to the assigned team member's personal channel when a task is 48 or 24 hours away from becoming overdue.
Removes: Manual reminder follow-ups · Deadline chasing · Last-minute scrambles
AUTO — 07
Phase Change → Auto Task Generation
When a project moves to a new phase, a router in Make creates the correct batch of tasks and assigns each one to the right team member automatically.
Removes: Manual task creation · Checklist management · Phase transition coordination
AUTO — 08
New Project → Slack Announcement
The moment a new project is created in Airtable, a fully formatted Slack message fires to the team channel with project name, client, PM, phase, and contract value.
Removes: Manual project announcements · WhatsApp broadcast messages
AUTO — 09
Multi-Stage Event Reminder System
Sends automated reminders for upcoming events at 7 days, 24 hours, and 1 hour before — ensuring attendance and preparedness without manual follow-up.
Removes: Manual event reminders · Attendance follow-ups · Last-minute coordination
Strategic Impact
Increased Accountability
Every task has an owner, a deadline, and an automatic escalation path. Nothing disappears silently.
Eliminated Manual Reporting
Weekly digests, overdue reports, and status summaries are all automated. Leadership is always informed.
Prevented Deadline Failures
Pre-overdue alerts give teams 48 hours to act. Overdue statuses self-update. Nothing is missed silently.
Get in Touch

Let's Build Something Together

Whether you're a firm looking to replace manual processes, a team that needs a connected operations system, or a business tired of managing everything through WhatsApp — I build the infrastructure that fixes that.

💼 LinkedIn Ubong Evans
𝕏 X / Twitter @Evansweb3