Systems and Operations Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• We are in search of a highly organized, detail-oriented Systems & Operations Coordinator who will act as a crucial connection between our client's technology framework and daily business functions.

• Serving as the main support to the Systems Administrator, you will deliver essential, hands-on maintenance for our key software applications, including Salesforce, Smartsheet, NetSuite, and Box.

• Collaborate closely with the Office Manager to manage insurance compliance and Certificates of Insurance (COI).

• Perform thorough weekly audits of Salesforce and Smartsheet to ensure project statuses, pipeline updates, and financial metrics are precise and up-to-date.

• Assist the Systems Administrator with user onboarding and offboarding, permission provisioning, and credential management across all primary platforms.

• Oversee the folder structure and integrity of the Box file system, implementing strict naming conventions and ensuring document storage aligns with company SOPs.

• Work with the Office Manager to request, collect, verify, and track Certificates of Insurance (COI) from vendors and subcontractors.

• Maintain a centralized tracking system (within Smartsheet or NetSuite) to proactively monitor policy expiration dates and ensure compliance among all active partners.

• Ensure all insurance-related documentation is appropriately archived in Box and accurately linked to corresponding records in NetSuite or Salesforce.

• Act as the internal contact for routine COI requests, coordinating directly with insurance brokers to obtain documentation for new projects and contracts.

• Build, configure, and launch new project workspaces, sheets, and dashboards utilizing established company templates.

• Conduct weekly syncs with Project Managers to confirm that the global Project Portfolio accurately represents real-time operational milestones.

• Provide assistance in troubleshooting basic Smartsheet automations, formulas, and reporting structures for cross-departmental stakeholders.

• Organize and maintain the company’s digital SOP (Standard Operating Procedure) library, ensuring all training materials and workflow diagrams are standardized and easily accessible.

• Serve as the first point of contact for internal software inquiries, assisting team members in navigating platform features and resolving minor technical issues.

• Help facilitate training sessions for new hires and draft intuitive, step-by-step user guides for newly introduced software features.

• Monitor the performance and outcomes of AI utilities (e.g., Claude AI, Fathom), ensuring meeting intelligence, transcripts, and automated summaries are accurately captured and categorized.

• Participate in the UAT process for new AI agents, system integrations, and software updates prior to company-wide deployment.

• Achieve and maintain a 100% compliance rate for valid, active COIs among all active vendors and subcontractors.

• Significant reduction in outdated or delayed project data within Smartsheet and Salesforce.

• Swift, helpful resolution of internal "how-to" tickets and urgent insurance inquiries.

⛳️ Requirements

• Education: Associate’s or Bachelor’s degree in Business Administration, Information Technology, Operations, or a related field (equivalent professional experience will be considered).

• Experience: 1–2 years of experience in a professional office setting, demonstrating a proven track record in data management, project coordination, or administrative support.

• Technical Aptitude: High digital proficiency with a natural ability to quickly learn new software. You are the go-to resource for resolving everyday tech challenges.

• Attention to Detail: Exceptional accuracy and thoroughness, particularly regarding data integrity and the detailed review of legal/insurance compliance documents.

• Communication: Strong interpersonal skills, with the ability to convey technical concepts to non-technical users and negotiate compliance requests with external vendors in a professional manner.

• Direct, hands-on experience with Smartsheet (including formulas and reports) or Salesforce.

• A foundational understanding of NetSuite or similar enterprise resource planning (ERP) software.

• Familiarity with risk management principles, Certificates of Insurance (COIs), and general commercial insurance terminology.

• Experience in creating basic workflows using low-code automation tools like Zapier.

🏝️ Benefits

• Join Our Dynamic Team: Experience a fun, inclusive, and innovative culture that values your unique contributions and fosters your professional growth.

• Embrace the Opportunities: Take advantage of daily chances to learn, innovate, and excel. Make a tangible impact in your field.

• Limitless Career Growth: Unlock a world of possibilities and resources to advance your career.

• Fast-Paced Thrills: Flourish in a high-energy, engaging environment. Embrace challenges and enjoy stimulating rewards.

• Flexibility, Your Way: Enjoy the freedom to work from home or any location of your choice, creating your ideal work environment.

• Work-Life Balance at Its Best: Eliminate stressful commutes and enjoy quality time with loved ones. Achieve a healthy work-life integration to perform at your best.