Operations & Systems Manager

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TYPE OF WORK

Full Time

SALARY

Open - It depends on the candidate.

HOURS PER WEEK

40

DATE UPDATED

Aug 3, 2026

JOB OVERVIEW

Operations & Systems Manager

QA, Automation, Documentation & Product Operations

Location: Remote
Schedule: Full-time
Working hours: 9 am - 5 pm EST - OR - 12 pm EST - 8 pm EST
Compensation: Open - It depends on the candidate.

About the Role

We are looking for an exceptional Operations & Systems Manager to take ownership of the systems, workflows, and client-facing platform that keep our company running.

This is not a traditional administrative or virtual assistant position. We need a resourceful, highly organized systems thinker who can understand how the business operates, identify what is not working, and take responsibility for improving it.

You will work across operations, technology, quality assurance, automation, and reporting. One day you may test a client onboarding flow and document a bug; the next, you may improve an internal workflow, build an automated reminder sequence, or translate a business requirement into a clear development ticket.

The right person is naturally curious, notices details others miss, and does not wait to be told every next step. You should be comfortable communicating with both technical developers and non-technical tea ---------- mbers.

What You’ll Own:

Systems and Process Documentation

- Learn how we operate from beginning to end.
- Document client lifecycles, internal workflows, responsibilities, and standard operating procedures.
- Keep documentation accurate as our systems and processes evolve.
- Identify unclear, inefficient, or undocumented areas of the business.

Platform Ownership

- Become the internal expert on our dashboard and client-facing platform.
- Understand and manage tags, filters, views, statuses, fields, and workflows.
- Regularly audit the platform to identify missing information, confusing processes, and opportunities for improvement.
- Help tea ---------- mbers use the system correctly and consistently.

Quality Assurance and Bug Management

- Test client experiences, including signup, onboarding, account access, and portal workflows.
- Identify bugs and usability problems before they affect clients.
- Document issues with clear reproduction steps, screenshots, expected behavior, and actual behavior.
- Determine whether an issue is a software bug, a design or workflow gap, a user error, or something that is working as intended.
- Maintain an organized bug and improvement tracking system.

Automation and Workflow Improvement

- Build and maintain automated workflows, reminders, notifications, and follow-up sequences.
- Find repetitive manual work that can be simplified or eliminated.
- Test automations carefully and monitor them to ensure they continue working correctly.
- Recommend improvements that make the company more efficient as it grows.

Developer Coordination

- Translate business needs into clear, actionable development tickets.
- Communicate directly with developers and answer questions during implementation.
- Test completed work against the original requirements.
- Catch missing details or unintended behavior before a feature is considered complete.
- Keep projects moving and make sure important issues do not disappear between conversations.

Reporting and Visibility

- Build useful reports and dashboards for leadership.
- Make it easy to understand what is happening across clients, workflows, bugs, and operational projects.
- Identify trends, bottlenecks, and recurring problems.
- Provide concise updates without requiring leadership to chase for information.

You May Be a Great Fit If You

- Familiar with GHL (Go High Level)
- Are a systems thinker who enjoys understanding how all the pieces of a business connect.
- Take ownership of problems and follow them through to completion.
- Are extremely organized without needing constant supervision.
- Have strong written English and communicate clearly and concisely.
- Can explain technical issues to non-technical people.
- Are comfortable exploring unfamiliar software and learning it independently.
- Notice inconsistencies and small details that other people overlook.
- Ask thoughtful questions while still using your own judgment.
- Can distinguish between an urgent problem and a minor inconvenience.
- Enjoy creating order, documentation, and repeatable processes.
- Test your own work before declaring it finished.
- Are dependable, proactive, and comfortable working in a growing company where processes are still developing.

Required Experience

- Experience in operations, systems management, product operations, quality assurance, project coordination, or a similar role.
- Experience documenting processes and creating clear SOPs.
- Experience testing web-based software, dashboards, portals, or client workflows.
- Experience managing tasks, bugs, or projects in a structured system.
- Strong attention to detail and written communication skills.
- Ability to work independently and manage several priorities.

Helpful but Not Required

Experience with any of the following is a plus:

- CRM or client-management platforms
- Workflow automation tools
- Project-management or bug-tracking software
- Dashboard and reporting tools
- No-code or low-code platforms
- Working directly with software developers
- Financial services or other process-driven businesses

You do not need to be a software developer. However, you must be technically comfortable, willing to investigate problems, and able to communicate effectively with company stakeholders and our developers.

What Success Looks Like

Within your first 90 days, you will have:

- Developed a clear understanding of our client lifecycle and internal operations.
- Created or improved the documentation for our most important workflows.
- Become confident in navigating and auditing our platform.
- Established a reliable process for reporting, prioritizing, and verifying bugs.
- Identified manual tasks that can be automated or simplified.
- Improved leadership’s visibility through clear reporting and project updates.
- Earned the team’s trust as the person who makes sure systems and processes work properly.

How to Apply

Please include the following in your application:

1. Begin your application with the words “Clear Systems” so we know you read the entire post.
2. Briefly describe a system, workflow, or business process you personally improved.
3. Explain how you would document a software bug so a developer could reproduce and fix it.
4. Describe one example of a repetitive task you automated or simplified.
5. Tell us which software tools you have used for documentation, automation, project management, QA, and reporting.
6. Provide your desired hourly salary in USD, availability, and preferred working hours.

Generic or AI-generated applications that do not include specific examples will not be considered.

We are looking for someone who wants to become a trusted, long-ter ---------- mber of our company, not someone who simply completes assigned tasks. If you enjoy taking complicated operations and turning them into clear, reliable systems, we would like to hear from you.

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