Notion & Systems Operations Specialist

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: TYPE OF WORK

Full Time

: SALARY

$2000 - $4,000 / month

: HOURS PER WEEK

40

: DATE UPDATED

Sep 5, 2026

JOB OVERVIEW

ABOUT THE ROLE
We're a growing short-term rental business operating across Airbnb arbitrage and co-hosting property management. We're looking for a Systems Operations and Automation Specialist to become the backbone of our backend operations, someone who takes ownership of our systems the way an equity partner would, not someone who waits to be told what to do next.

This is not a task-list VA role. We already have a partially built Notion workspace (built from a professional template with full instructional video modules) that needs to be completed, customized, and brought to a fully operational level across all four of our departments: Finance, Marketing, Co-Hosting, and Arbitrage. From there, the role evolves into long-term ownership of our operational systems and automations.

We're looking for someone who doesn't just execute, but who notices what's missing, fixes it, documents it, and teaches the team how to use it, without needing to be asked.

WHAT YOU'LL OWN
Phase 1: Foundation:
Complete and customize our existing Notion template across all four departments (Finance, Marketing, Co-Hosting, Arbitrage) to reflect our specific business operations
Identify and build any additional systems or structures needed to make each department fully operational
Create clear SOPs and step-by-step guides so the team can actually use what you build, not just leave it for us to figure out

Phase 2: Automation and AI-Assisted Workflows:
Build automations connecting Notion, Calendly, Tallyforms, Google Workspace, and ---------- using Make
Set up and refine Claude-based workflows to support marketing (content ideation, data/pattern analysis) and sales (CRM management, follow-up sequences, sales page support)
Troubleshoot and improve the backend systems as real usage reveals gaps

Phase 3: Continuous Improvement (Ongoing):
Continuously look for smarter ways to organize, automate, and optimize our systems
Stay current on new Notion, Make, and Claude capabilities relevant to our business
Proactively bring ideas to the table, not just fixes, but genuine improvements

Team Workflow Support:
Help the team operate more efficiently day to day via ---------- (reminder automations, workflow improvements)
Collaborate directly with team members to improve department-specific processes based on their real needs

WHAT WE'RE LOOKING FOR
Required Skills
- Advanced Notion skills (databases, relations, rollups, formulas, templates, dashboards)
- Experience building automations with Make (or similar tools like Zapier)
- Comfort using Calendly, Tallyforms (or similar form tools), and Google Workspace
- Experience using Claude or ChatGPT for real workflow/process building (not just casual use)
- Strong speaking and written communication skills in English

Nice to Have
- Experience in short-term rental, real estate, or property management operations
- ---------- automation/bot setup experience
- Basic understanding of business finance structure (you won't manage finances, but you'll build the systems that track them)

Who You Are
- You notice when something is incomplete or could be better, and you fix it without being asked
- You ask clarifying questions when something is unclear, because you actually want to understand the "why," not just complete a task
- You document what you build so others can use it, not just so it exists
- You hold yourself accountable and stay organized without needing constant check-ins
- You see this as an opportunity to build something real, not just a job to complete

Who This Is Not For
- Someone who needs a detailed to-do list to stay productive
- Someone who does the bare minimum and stops once the literal task is technically done
- Someone applying to every listing without reading the details

HOW TO APPLY

All applications must be submitted through the link below.

----------

Applications that do not include a working portfolio link (a Notion system you've built) will not be considered.

We're looking to fill this role with someone we can build a long-term working relationship with. If that's you, we'd love to hear from you.

SKILL REQUIREMENT

Notion Process Improvement Zapier

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Notion & Systems Operations Specialist

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

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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