SOP & Operations Systems Specialist

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: TYPE OF WORK

Full Time

: WAGE / SALARY

Tell us your expectation

: HOURS PER WEEK

40

: DATE UPDATED

May 25, 2026

JOB OVERVIEW

Trillet is looking for an SOP & Operations Systems Specialist to help turn repeated founder/team workflows into clear, usable operating systems.

This is not a generic VA role and not just a writing role. You will observe how work actually happens, ask clarifying questions, identify missing steps or unclear ownership, and turn messy workflows into SOPs, checklists, templates, process maps, QA rubrics, and training materials that the team can actually use.

The right person probably has experience as one of these:
- Operations Systems Specialist
- SOP / Process Documentation Specialist
- Business Process Analyst
- BPO Training or QA Lead
- Senior Operations VA / Founder Operations Partner
- Technical Documentation or Quality Systems Specialist

What you will work on:
- Review Loom recordings, meeting notes, screenshots, voice notes, call notes, and live walkthroughs.
- Interview tea ---------- mbers to understand how recurring work is actually done.
- Turn messy instructions into clear SOPs, checklists, templates, process maps, and QA/training materials.
- Capture decision logic, not only clicks: why a workflow is handled a certain way, what qualifies for escalation, what exceptions matter, and who owns each step.
- Build and maintain a clean SOP/documentation library in tools such as Google Drive, Notion, ClickUp, Trainual, or similar.
- Identify unclear ownership, repeated questions, missing handoffs, and places where the process breaks.
- Keep documentation updated as the real workflow changes.

Examples of workflows you may document:
- Discovery call to internal brief
- Demo preparation and QA
- Customer follow-up process
- Quote and scope preparation
- HubSpot / CRM updates
- Internal handoffs between tea ---------- mbers
- Bug, QA, and escalation workflows
- Repeated founder/operator tasks
- Admin and operations processes

What success looks like:
- Repeated work is documented clearly enough that another tea ---------- mber can run it without asking the founder to re-explain it.
- SOPs are easy to find, easy to follow, and updated when reality changes.
- The team has fewer repeated questions and cleaner handoffs.
- Important workflows leave a written record instead of disappearing into calls, Slack, memory, or screenshots.
- Documentation reflects how the business actually operates, not an idealized version.

Required:
- Strong written English.
- Experience creating SOPs, workflow maps, process documentation, training guides, QA checklists, or operations manuals.
- Ability to simplify messy or unclear workflows into practical, step-by-step documentation.
- Comfortable working from Loom videos, call notes, screenshots, voice notes, and rough founder/team instructions.
- Comfortable asking careful clarifying questions when a process is incomplete or inconsistent.
- Strong attention to detail, ownership, and follow-through.
- Experience with Google Docs / Drive and at least one documentation or project tool such as Notion, ClickUp, Asana, Trainual, Confluence, Miro, L ---------- , or similar.

Nice to have:
- Experience in BPO training, QA, operations, business process analysis, quality systems, compliance documentation, SaaS, startups, agencies, or service businesses.
- Experience with Scribe, Loom, Miro, L ---------- , Whimsical, Trainual, Notion, ClickUp, or process mapping tools.
- Comfort using AI tools like ChatGPT or Claude to help structure documentation, while checking accuracy carefully.

This role is for someone who likes structure, clarity, and systems. You should enjoy taking something messy and making it understandable. You should be able to work independently, but you should not guess when a process is unclear.

This role is not for someone who only wants to follow instructions, format documents, or work as a general admin assistant.

How to apply:
Please send:
1. Your resume
2. examples of SOPs, workflow maps, training guides, QA checklists, or process documents you have personally created.
3. A short note describing a messy process you helped document or improve.
4. The tools you have used for SOPs, workflow mapping, documentation, QA, or training. This includes AI chatbots.
5. Your expected monthly compensation in USD for this role.
6. Your English level and preferred working hours.

SKILL REQUIREMENT

Sop Writing Process Mapping Operation Management

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SOP & Operations Systems Specialist

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

WAGE / SALARY

HOURS PER WEEK

DATE UPDATED

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