Operations Systems Coordinator

SHIELDCO INSURANCE; St. Louis (MO); Hybrid; USD 55,000 - 65,000; Full time

Job summary

SHIELDCO INSURANCE is seeking an Operations & Systems Coordinator to own the CRM, design intake workflows, and build reporting systems that give the team visibility into performance. This hands-on, builder-oriented role emphasizes scalable processes rather than following existing ones.

You will collaborate across departments to standardize procedures as the organization grows, monitor CRM performance, and train teammates on updated tools.

Qualifications

• 2–4 years in operations, systems coordination, or related role.
• Hands-on CRM management experience.
• Ability to design, document, and implement workflows.
• Strong analytical skills and data interpretation.
• Excellent written documentation skills.
• Ability to work independently in a remote environment.
• Proactive, problem-solving mindset in ambiguity.

Responsibilities

• Own and maintain the CRM system with data accuracy and usability across the team.
• Design and document clear, repeatable intake workflows for new hires.
• Build and maintain dashboards showing operational performance insights.
• Identify friction points and implement speed/accuracy improvements.
• Collaborate across departments to translate pain points into process improvements.
• Standardize operating procedures to scale onboarding.
• Monitor system performance and troubleshoot CRM-related tools.
• Train team on updated workflows, tools and best practices.

Skills

CRM administration

Workflow design

Data analysis

Documentation

Remote work

Tools

Salesforce/HubSpot

Excel/Sheets

Zapier

Job description

Operations & Systems Coordinator

Are you energized by improving systems rather than just maintaining finished ones? We're looking for an Operations & Systems Coordinator to bring order, structure, and scalability to our growing operation. This role owns our CRM, intake workflows, and reporting infrastructure, building processes clear enough that a new hire could follow them on day one. If you thrive on removing friction and making the machine run smoother as the team grows, this role was built for you.

Job Summary

The Operations & Systems Coordinator will serve as the backbone of our internal operations, owning the CRM, designing and refining intake workflows, and building reporting systems that give the team visibility into performance. This is a hands-on, builder-oriented role for someone who wants to create scalable processes rather than simply follow existing ones.

Key Responsibilities

• Own and maintain the CRM system, ensuring data accuracy, consistency, and usability across the team
• Design and document intake workflows that are clear, repeatable, and easy for new hires to follow
• Build and maintain reporting dashboards that provide actionable insights into operational performance
• Identify friction points in daily workflows and implement solutions that improve speed and accuracy
• Collaborate with team members across departments to understand pain points and translate them into process improvements
• Standardize operating procedures to support the organization as it scales and onboards new team members
• Monitor system performance and troubleshoot issues within the CRM and related operational tools
• Train team members on updated workflows, tools, and best practices as processes evolve

Required Qualifications

• 2-4 years of experience in operations, systems coordination, or a related role
• Hands-on experience managing or administering a CRM platform
• Demonstrated ability to design, document, and implement operational workflows
• Strong analytical skills with experience building reports and interpreting data
• Excellent written communication skills, particularly for documenting processes clearly
• Proven ability to work independently and manage multiple priorities in a remote environment
• A proactive, problem-solving mindset with comfort operating in ambiguity

Preferred Qualifications

• Experience in the insurance industry or a similarly regulated field
• Background supporting a growing or scaling organization
• Familiarity with process automation tools or workflow management platforms
• Experience training or onboarding new team members on systems and processes

Technical Skills

• CRM administration and configuration (e.g., Salesforce, HubSpot, or similar platforms)
• Data analysis and reporting tools (e.g., Excel, Google Sheets, or BI tools)
• Process documentation and workflow mapping
• Familiarity with automation or integration tools (e.g., Zapier) a plus
• Strong proficiency with productivity and collaboration software (e.g., Google Workspace, Microsoft 365)

Application Information

This is a remote position, with a salary range of $55,000-$65,000 per year, commensurate with experience.