Job description
We are seeking a highly organized and self-sufficient Lean-Pro Systems & Automation Specialist who thrives in creating and optimizing systems to streamline operations. This role is ideal for a VA who excels at working in focused, longer blocks of time rather than daily small increments. The position will primarily work in Suite.
Dash, utilizing a combination of automation, task management, and documentation to improve efficiency and support the growth of our systems and processes. The ideal candidate will be a systems thinker, proactive, and skilled in automating repetitive tasks, while ensuring clear, detailed documentation.
Responsibilities
Phase 1 — Cleanup Audit and clean up all custom fields in Suite. Dash: remove, consolidate, or rename as needed. Conduct a full overhaul of products, items, and subscriptions in Suite. Dash, ensuring everything is properly set up for efficiency. Phase 2 — Recurring Task Automation Build recurring task templates for monthly, quarterly, and annual tasks (both internal and client-facing).
Ensure templates are client-specific (e.g., bank account names, service details) rather than generic placeholders, while keeping them adaptable for future clients. Roll out automated recurring tasks across existing clients, making this the first major deliverable of Phase 2. Phase 3 — New Client Funnel & Onboarding Automation Design and build visually polished intake and inquiry forms for new client outreach on the website. Use CSS and Suite. Dash's design tools to ensure forms are beyond the default styling. Include a unique identifier for tracking referral sources. Forms should trigger automated outreach or follow-up sequences in Suite. Dash once submitted. Automate onboarding processes once a prospect converts to a client. This includes service selection, document requests, engagement letter delivery/signing, payment setup, and activating recurring tasks. Phase 4 — Documentation (Ongoing) Technical Configuration Guide: Create and maintain a detailed record of Suite. Dash configurations, automations, and triggers, and the reasoning behind each decision. Internal User Guide: Develop a step-by-step guide for internal team use, covering workflows, client onboarding, and task setups. Client-Facing Guides: Produce two guides: A portal user guide explaining client interaction with their dashboard. An onboarding guide with visuals, screenshots, and possible short video walkthroughs. Documentation should be either static or ideally built as interactive playbooks using Notion. Ongoing Tasks Provide daily check-ins and check-outs via Slack, detailing the day’s progress, future work, and any support needed. Be self-managed in day-to-day tasks but responsive to immediate priorities when needed.
Requirements
At least 1 year of experience in systems and automation roles, with proficiency in Suite. Dash. Proficient in HTML, CSS, and basic JavaScript for developing web-based tools. Knowledge of Claude AI is a plus, with experience in creating tools for bookkeeping and client process optimization. Notion experience is highly desirable, especially for building interactive documentation and playbooks.
Excellent communication skills, particularly via Slack for daily check-ins/check-outs. Experience with Google Workspace (Docs, Sheets) for process documentation and task management. Strong problem-solving and systems thinking, with the ability to work independently and flexibly.