Operations and Systems Coordinator *Direct Hire*

Location: Remote (Philippines)
Employment Type: Full-Time Independent Contractor
Salary: $900 to $1,200 USD/month (Depending on Experience)
Help Build the Operating System of a Modern Accounting Firm
Insight Advantage Group is a fast-growing U.S.-based outsourced accounting and Fractional CFO firm serving businesses across the United States.
We're not a traditional accounting firm.
We're building a modern, technology-driven company that uses AI, automation, documentation, and standardized processes to help our team deliver exceptional client service.
We're looking for someone who wants to help build the systems that allow our company to scale.
This is not an Executive Assistant position.
This is not a Virtual Assistant position.
This is an Operations & Systems role.
You'll work directly with our Accounting Manager and leadership team to improve how our business operates.
Your Mission
Build systems that help our team work smarter.
You'll own the documentation, operational systems, project management, and technology that support our accounting team.
Your goal is to eliminate inefficiencies, improve communication, document processes, and help us leverage technology to grow.
Responsibilities
Operations & Project Management (35%)
• Maintain and improve ClickUp
• Coordinate operational projects
• Track action items and deadlines
• Organize recurring workflows
• Assist with recruiting and onboarding
• Coordinate tea ---------- etings
• Prepare agendas and meeting notes
• Keep projects moving forward
• Support our Accounting Manager with operational initiatives
Documentation & Knowledge Management (35%)
• Own our SOP library
• Create and maintain process documentation
• Record and organize Loom videos
• Build training materials
• Maintain our internal knowledge base
• Create client playbooks
• Standardize templates and checklists
• Ensure documentation stays current as processes evolve
AI, Systems & Automation (30%)
• Research and test AI tools
• Build and organize AI prompt libraries
• Improve ClickUp workflows
• Create automations using tools such as Zapier, ---------- , or similar platforms
• Evaluate new software and technology
• Recommend operational improvements
• Help implement systems that increase efficiency across the firm
Required Qualifications
To be considered, you must have:
• Minimum 3 years of experience in Operations, Project Management, Business Operations, or Operations Coordination.
• Experience managing projects using ClickUp, Asana, ---------- , or similar software.
• Experience creating professional SOPs using Loom, Scribe, Tango, Notion, or similar documentation platforms.
• Excellent written and spoken English.
• Exceptional organizational skills.
• Strong critical thinking and problem-solving abilities.
• Experience working remotely with a U.S., Canadian, Australian, or UK-based company.
• The ability to independently manage multiple priorities.
• A reliable computer, high-speed internet, and dedicated home office.
Highly Preferred
We're especially interested in candidates who have experience with:
• AI tools such as ChatGPT or Claude
• Workflow automation platforms like Zapier, ---------- , or n8n
• ClickUp automations
• Google Workspace
• CRM systems
• Process mapping
• Business operations
• Continuous improvement methodologies
Experience supporting an accounting or professional services firm is a strong plus.
Who Will Thrive Here
You'll love this role if you're the type of person who naturally asks:
"Why are we doing it this way?"
You enjoy:
• Building systems
• Creating order from chaos
• Improving processes
• Learning new technology
• Organizing information
• Solving operational problems
• Helping teams become more productive
You're proactive.
You don't simply complete tasks.
You improve them.
What Success Looks Like
Within your first six months:
• Our documentation is organized and easy to maintain.
• ClickUp is consistently updated and supports our workflows.
• Team projects stay on track without constant follow-up.
• New employees onboard faster because of the systems you've built.
• AI and automation opportunities are identified and implemented.
• Our Accounting Manager spends more time leading people and less time managing administrative work.
Why Join Us?
We're building a company designed to scale.
Technology, AI, documentation, and operational excellence are central to how we work.
You'll work directly with leadership, influence how the company operates, and have significant opportunities to grow as the business expands.
We expect this position to evolve into a leadership role as our company continues to grow.
Application Instructions
Please submit:
• Resume
• 2 to 3 minute introduction video
• Internet speed test
• Salary expectations
In your application, answer these questions:
1. Describe the most impactful operational improvement you've implemented.
2. What project management software have you used, and how did you use it?
3. What documentation software have you used (Loom, Scribe, Tango, Notion, etc.)?
4. What AI or automation tools have you implemented in your previous role?
5. If you joined our company tomorrow, what would your first 30 days look like?

The first line of your application must read:
"Great systems create great companies."
Applications that do not follow these instructions will not be reviewed.