Workflow & Operations Systems Manager

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

📋 Description

• Analyze and systematize all facets of the organization, including patient journey, sterilization protocols, laboratory workflows, clinical operations, administrative tasks, training and onboarding, as well as education and event management, by transforming them into clear, structured, and repeatable systems that eliminate dependence on individuals, memory, or informal knowledge.

• Ensure that all workflows are tailored to specific roles, detailed step-by-step, trigger-based, straightforward to execute without conscious thought, and connected to Standard Operating Procedures (SOPs) and AI-assisted tools.

• Collaborate directly with key team members.

• Organize and facilitate workflow discovery sessions.

• Pose detailed and proactive inquiries.

• Extract actual processes, including edge cases.

• Identify gaps, inefficiencies, and dependencies within workflows.

• Exhibit strong initiative and actively propel the process forward.

• Transform extracted data into workflow diagrams, encompassing step-by-step sequences, decision points, dependencies, and role ownership.

• Develop SOPs (Standard Operating Procedures), ensuring each document includes purpose, trigger, responsible role, clear step-by-step instructions, required tools, quality checks, and error management.

• Produce and maintain documentation formats such as written SOPs, visual workflows, linked video references, and AI knowledge files.

• Recommend a system based on needs (top suggestions include Asana, Trello, Clickup, Notion, Vikunja) and translate workflows into automated systems comprising task templates, subtasks, dependencies, due dates, automations, role assignments, and recurring workflows.

• Guarantee that when a workflow is activated, all necessary tasks are generated automatically without manual intervention.

• Design a structured training system: suggest platforms for hosting SOP videos, link training materials to workflows, and ensure consistent onboarding across various roles.

• Develop a training matrix that outlines role-based competencies, required SOP completion, skill tracking, feedback mechanisms, testing, and periodic reconfirmation of trained knowledge and skills accuracy.

• Establish an organizational framework by mapping all roles, defining responsibilities, assigning workflow ownership, and creating an organizational chart, aiming to ensure that any role can be replaced with minimal disruption.

• Test and refine workflows by implementing them in real-world situations, identifying issues and gaps, streamlining processes, and continuously enhancing systems, taking responsibility not only for documentation but also for ensuring practical functionality of systems.

• Meet communication expectations by proactively scheduling calls, consistently following up, extracting missing information, and driving progress and timelines, as this role demands proactivity rather than passivity.

⛳️ Requirements

• 3–5 years of experience in developing and managing workflows or comparable project management systems.

• Proficiency in Asana, Trello, Clickup, Notion, or Vikunja is required.

• Demonstrated experience in SOP creation and documentation, with the capability to enhance operational processes.

• Strong background in workflow/process mapping and simplifying complex workflows into scalable systems.

• Experience in automation and systems thinking, with the ability to collaborate with teams to implement and enhance internal processes.

• Excellent organizational skills and keen attention to detail, ensuring process consistency is maintained.

• Outstanding communication abilities for documenting and clearly articulating workflows and systems.

• Proficient English communication skills, high attention to detail, initiative, proactiveness, structured and logical thinking, along with confidence in leading discussions.

• Preferred: Experience in healthcare or dental fields.

• Training system development expertise.

• Familiarity with tools such as Trainual, Loom, and Notion.

🏝️ Benefits

• Comprehensive training and development opportunities.

• Flexible working hours to promote work-life balance.

• Collaborative and innovative work environment.

• Opportunities for career advancement and growth.

• Competitive salary and benefits package.