AI agent for operations
An AI agent for operations is a software agent that does the desk work of an operations coordinator or office manager. A Monmo agent keeps project trackers current, schedules meetings, writes status reports, prepares orders, checks vendor invoices and sets up new starters, asking before it books, orders or pays. Repairs, deliveries, visitors and anything else physical stay with you.
Updated 2026-11-13 · Free to start. Paid plans from $15 a month.
The job description, line by line
Each line is a duty that appears in typical job descriptions for this role. Beside it is how the agent handles that line and how far it goes on its own.
- Does itResearch, reading, drafting and building. Nothing leaves your business.
- Does it, asks firstThe last step sends, posts, pays or changes a record, so it shows you a card first.
- Prepares it, you decideThe line needs your judgement. The agent brings the facts and a recommendation.
- Stays with youCalls, meetings in person, signatures and relationships.
| # | In the job description | How the agent does it | How far it goes |
|---|---|---|---|
| 01 | Schedule meetings, book rooms and prepare agendas for staff and management meetings. | Checks everyone's Google Calendar, asks in Slack when two people clash, and proposes a time and a room. Once you allow it, the invitation goes out with an agenda built from the last meeting's open actions. | Does it, asks first |
| 02 | Keep project plans and trackers current: tasks, owners, deadlines and status. | Reads the day's Slack threads, emails and meeting notes, compares them with the tracker in Asana or Trello and prepares the changes: new status, moved dates, tasks without an owner. One card each afternoon shows them before the tracker is touched. | Does it, asks first |
| 03 | Prepare regular status and operations reports for managers. | Every Friday it turns the tracker into a one-page report in Google Docs: what is done, late and at risk, each with its owner and the reason, and the three decisions managers need to make next week. | Does it |
| 04 | Order supplies and equipment and keep stock at the right level. | Keeps a stock list in Google Sheets with a reorder level for every item. When the count you enter falls below it, the agent fills the supplier's basket in its own browser and shows the order and the total before buying. | Does it, asks first |
| 05 | Get quotes from vendors, place orders, check invoices and make sure bills are paid on time. | Emails three vendors for quotes from Gmail once you approve the request and compares their replies in one table. Each invoice is checked against the order and the delivery note, and bills due this week are listed for you to approve and pay. | Does it, asks first |
| 06 | Track spending against the budget and reconcile monthly operating costs. | Each month it pulls operating costs from QuickBooks into a Google Sheet and sets them against the budget, line by line. Any gap over 10 percent gets an explanation: a price rise, a one-off purchase, a bill coded to the wrong line. | Does it |
| 07 | Arrange events, conferences and staff travel, including bookings and logistics. | Compares venues, flights and hotels in its own browser against your travel policy and writes the logistics plan in Google Docs, with times, addresses and costs. Nothing is held or booked until you choose, and each payment needs its own approval. | Does it, asks first |
| 08 | Maintain records, procedures, checklists and other operational documents. | When a process changes, it drafts the new procedure and checklist in Google Docs with the changes marked. It also keeps an index in Notion of every document, its owner and its review date, so nothing lives in two versions. | Does it |
| 09 | Set up new starters with equipment, accounts, paperwork and a first-week schedule. | Working back from the start date, it builds a checklist: the laptop order, accounts to request, forms to sign in DocuSign and a first-week calendar. Orders, requests and invitations go out when you approve. Handing over the laptop is yours. | Does it, asks first |
| 10 | Review how work gets done, find bottlenecks and recommend process improvements. | Measures where work waits, using the dates in Asana: which step takes longest, which tasks pass back and forth, what is late every month. It writes up three possible changes with the evidence. Which to make is your decision. | Prepares it, you decide |
| 11 | Negotiate vendor contracts and decide how the office budget is spent. | Ahead of a renewal it gathers what you pay now, what you used, two comparable quotes and the contract's notice dates in a Google Sheet. You negotiate and decide. It then drafts the email confirming what was agreed. | Prepares it, you decide |
| 12 | Look after the workplace: repairs, deliveries, mail, visitors, cleaning and security. | Nothing physical can be handed to an agent. It keeps the paperwork around it: a repairs log in Google Sheets, the cleaning and maintenance calendar, the day's expected deliveries and visitors, and a drafted request when a contractor is needed. | Stays with you |
9 of 12 lines handled by the agent, some after your approval
Where the duties come from. The twelve lines are the duties that appear most often in public job descriptions for operations coordinators, office managers and project coordinators, reworded, and checked against the O*NET task list for first-line supervisors of office and administrative support workers. Checked against O*NET OnLine: 43-1011.00 First-Line Supervisors of Office and Administrative Support Workers
A week with your AI operations agent
Gives you the day: meetings, deliveries and visitors expected, tasks due and anything blocked.
Shows one card with the tracker changes it gathered from Slack, email and meeting notes.
Checks the stock list and the bills due this week, and prepares the orders and the payment list for approval.
Drafts a nudge to the owner of every task more than three days late.
Writes the status report: done, late, at risk, and the decisions needed next week.
Sets last month's costs against the budget and lists contracts that renew in the next 60 days.
What you give it on day one
- Your tracker (Asana, Trello or a spreadsheet), the team calendar and Slack or Microsoft Teams
- The projects as they stand today: tasks, owners and deadlines
- Your vendors and suppliers: who you buy from, on what terms, and the usual order
- The operating budget by line, and the amount above which you sign off
- Your procedures and checklists, even the out-of-date ones
- The checklist for a new starter's first week
What stays with you
- The office itself: repairs, deliveries, mail, visitors, cleaning and security.
- Negotiating with vendors and signing their contracts.
- How the budget is spent.
- Which process changes to make, and telling the team.
- Counting stock on the shelf and handing over equipment.
Hire one in three steps
- 01
Write the role
Create an agent, name it, and brief it like a new operations coordinator: the projects running, who owns what, how purchases are approved, and what it must never do without asking. Paste the relevant page of your team handbook if you have one.
- 02
Give it access
Connect your tracker, Google Calendar, Slack and the mailbox where invoices arrive, with your own accounts, and choose that this agent may use them. It reads the current projects first, to learn the names, owners and dates.
- 03
Set the first routine
Ask for a status report on every open project by Friday at 15:00. Correct what it misread, then agree the routine: tracker changes each afternoon, orders and bills on Monday, the report every Friday.
First things to ask
- Read this week's Slack threads and meeting notes and show me what should change in the Asana tracker. Do not update it until I approve.
- Find an hour next week for the six department leads, book a room and draft an agenda from last month's open actions.
- Get three quotes for 12 office chairs under $300 each. Compare them in a table and ask before ordering.
- Mei starts on the 2nd. Build the onboarding checklist and first-week schedule, and show me what you would order.
Watch it work
A sample replay with example data, sped up. Pause it, scrub through it, or take the mouse yourself.
On screen
Google Calendar
Slack
Google Docs
Google
Google Sheets
Google Slides
Pick a job. Watch it get done.
- Why
- You asked for an hour this week with Kenji, Aiko and Jamie.
- Where
- #launch in the Fieldwork Slack
- What to expect
- Posts one message with the two times. Sending the calendar invite is a separate request.
Your team. Connected to everything.
Google Calendar - Week of 15 February+Sample replays with fictional data, sped up. Pause one, scrub through it, or take the mouse yourself.
Questions people ask
What is an AI agent for operations?
An AI agent for operations is a software agent that does the desk work of an operations coordinator, office manager or project coordinator: scheduling, keeping trackers current, status reports, purchasing paperwork, invoice checks and onboarding. A Monmo agent works in your tracker, calendar and mailbox, and asks before it books, orders, pays or changes a record.
Can an AI agent replace an operations coordinator or office manager?
It takes over scheduling, tracker upkeep, reports, quotes, invoice checks and onboarding paperwork. It does not fix anything, receive a delivery, greet a visitor, negotiate with a vendor or decide the budget. Anything physical needs a person on site, and the agent keeps the lists and logs that person works from.
Can it order supplies and pay bills?
It prepares both. For an order it fills the supplier's basket and shows you the items and the total; it buys only when you allow it. For bills it checks each invoice against the order and lists what is due. Paying needs your approval, and you can keep that step entirely for yourself.
How does it keep a project tracker up to date?
It reads what your team already writes: Slack threads, emails and meeting notes. It compares that with the tracker and prepares the changes, such as a new status or a moved date, on one card each afternoon. Where something is unclear it drafts a question to the task's owner instead of guessing.
Which project and office tools does it work with?
Asana, Trello, Notion, Jira and Google Sheets for trackers, Google Calendar or Outlook for scheduling, and Slack or Microsoft Teams for messages are common. More are in the app directory. You connect your own accounts and choose which this agent may use. Where a connection does not cover a step, it uses its own browser.
Can it pass work to our other agents?
Yes. Agents on a Monmo team hand tasks to each other, and a Chief of Staff agent keeps track of who is doing what. An operations agent can send a vendor invoice to a finance agent and a vendor comparison to a research agent, wait for both, and bring you one result to approve.