Systems and Automations Specialist

Zohorecruit; Polska; Hybrid; PLN 235,000 - 352,000; Full time

Job summary

Level Up Talent Solutions is seeking a Lean-Pro Systems & Automation Specialist for a remote role. The ideal candidate will design and optimize systems to streamline operations, focusing on SuiteDash automation, documentation, and scalable onboarding for clients.

The role emphasizes a systems-thinking approach, proactive work style, and the ability to build automated recurring tasks and client funnels while maintaining thorough documentation and daily updates via Slack.

Qualifications

• At least 1 year of experience in systems and automation roles, with proficiency in SuiteDash.
• 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.

Responsibilities

• Audit and cleanup SuiteDash custom fields and overhaul products, items, and subscriptions.
• Build recurring task templates for monthly, quarterly, and annual tasks.
• Design intake and inquiry forms for new client outreach with unique referral tracking.
• Automate onboarding processes including service selection, document requests, and payments.
• Create and maintain a technical configuration guide and internal client onboarding playbooks.
• Provide daily Slack check-ins and check-outs; stay self-managed while responsive to priorities.

Skills

Systems thinking

Self-management

Strong communication

Problem-solving

Tools

SuiteDash

Notion

Google Workspace

Slack

Job description

At Level Up Talent Solutions, we believe great work starts with feeling supported, trusted, and valued.

We are a people-focused talent company that connects skilled professionals with meaningful long-term opportunities. Our goal is to create an environment where you can do your best work, continue growing, and feel confident in the role you play within a team.

When you join Level Up Talent Solutions , you are not just filling a position. You are becoming part of a community that values clear communication, consistency, and mutual respect. We work closely with you to understand your strengths, your experience, and the type of work environment where you can thrive.

We support our talents through structured onboarding, ongoing guidance, and realistic expectations. You will always know what success looks like and who to turn to when you need support. We believe that when talents feel aligned and empowered, everyone succeeds.

At Level Up Talent Solutions, growth is not only about skills. It is about confidence, stability, and building a career you can be proud of.

We are here to help you level up.

Job Description

This is a remote position.

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 SuiteDash, 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 SuiteDash: remove, consolidate, or rename as needed.

Conduct a full overhaul of products, items, and subscriptions in SuiteDash, 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 SuiteDash'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 SuiteDash 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 SuiteDash 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 SuiteDash.

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.