Operations Systems Specialist

Hubstaff blog; British Columbia; Hybrid; CAD 70,000 - 90,000; Full time

Job summary

A leading company is seeking an Operational Systems Specialist to enhance accountability and operational efficiency. The role involves developing integrated databases, validating systems, and creating comprehensive documentation. Ideal candidates are proactive, detail-oriented, and thrive in a fast-paced environment.

Qualifications

• Experience in Documentation & Technical Writing.
• Cross-Functional Experience is required.
• Experience with Accountability Charts.

Responsibilities

• Build and deliver integrated databases for operational systems.
• Validate systems through user testing and feedback.
• Develop and integrate documentation across platforms.

Skills

Problem-Solving

Attention to Detail

Adaptability

Proactivity

Motivation

Job description

We’re looking for a driven professional with uncompromising integrity—someone who values free market capitalism, is their own toughest critic, and has a knack for problem-solving and value creation.

This role is not for the faint of heart. You’ll collaborate closely with our co-founder, who embraces first-principles thinking, iterates relentlessly, and holds himself and those around him to ever-increasing standards. If you prioritize work-life balance, boundaries, a “good enough” mindset or can’t resonate with a pro-business mentality, our projects won’t be the right fit for you.

You should find energy—not exhaustion—in fast-paced feedback loops, an iterative process, and the pursuit of better. A sharp eye for detail, personal accountability, and a hunger for continuous improvement are essential. If you’re dependable, adaptable, proactive, motivated, and energized by an entrepreneurial startup work environment, we want to hear from you!

Summary of the Role:

The Operational Systems Specialist is primarily responsible for organizing, building and integrating core business functions and mapping them to their respective responsibilities into operational systems to enhance accountability and operational efficiency, effectiveness and scalability.

This role synthesizes and organizes key information, refines and modularizes language, optimizes definitions, leverages AI solutions and develops systems in coordination with our AI & Automations Specialist and Operations team.

You will collaborate and iterate closely with our Key Internal Stakeholders to define deliverables, timelines, and ensure operational systems align with company goals. Collaboration will typically take place over Slack and Zoom video meetings with cameras on and occasional screen sharing when needed.

Once the goals are set, you will take ownership of executing the work and will be responsible for delivering results within the agreed-upon parameters and timelines. Knowledge transfer, transparency and timely communication with all relevant stakeholders will be a critical part of your work to ensure we can collaborate effectively with you and participate seamlessly as needed.

Work Schedule & Availability:

• Flexible Hours: Structure your work schedule to meet outcomes while maintaining effective communication and alignment with stakeholders.
• Meetings & Communication: Share overlapping availability for meetings and discussions as needed, typically between 14:00-16:00 PST

Key Responsibilities:

Operational System Development

• Responsibility Management System: Build and deliver a centralized, integrated, version-controlled database that maps every core business function to its respective responsibilities, expectations, owners and relevant operational systems, subsystems, processes, SOPs, technologies and resources.
• System Management System: Build and deliver a centralized, integrated, version-controlled relational database that catalogs and connects every system, subsystem, process, SOP, technology, resource, and role—applying naming conventions, embedding hyperlinks, and bi-directional integration to ensure the entire operational ecosystem remains transparent, coherent, accurate, and easy to update, navigate and manage for stakeholders.

User Testing

• Validate Systems: Execute or review recorded screencast tests of both operational systems and their supporting SOPs, capture actionable feedback, and refine systems and their related resources and assets until they deliver first-pass, friction-free execution that meets defined performance outcomes.
• AI Delegation: Identify opportunities to delegate tasks and operational processes to AI and propose and implement solutions.
• Prompt Engineering: Develop, refine, optimize, implement & integrate AI prompting tactics to boost operational efficiency & effectiveness.

Documentation

• Documentation Development: Develop various forms of documentation including SOPs, Guidelines ensuring comprehensive detail, accuracy, accessibility and seamless handoff to stakeholders.
• Documentation Integration: Integrate documentation & relevant assets through bi-directional linking within each system component across various platforms to ensure information accurate and easy to navigate for relevant stakeholders.

Requirements:

Experience/Background

• Documentation & Technical Writing
• Cross-Functional Experience
• Accountability Charts: Experience building, maintaining, and updating accountability charts (or similar) to define clear roles, responsibilities, and reporting structures.