Head of Business Systems

Actionstep•Denver, CO

About The Position

Actionstep is a pioneer in the development and sale of software-as-a-service (SaaS) products, specializing in the delivery of Legal Practice Management software. We are a fast growing, dynamic business with a global customer base of more than 50,000 users and a team of over 220+ in the USA, Australia, UK, Canada and New Zealand. THE PURPOSE OF YOUR ROLE The mission of the Head of Business Systems is to ensure Actionstep’s core enterprise systems operate as a coherent, reliable, and scalable ecosystem that supports global growth, operational excellence, and data integrity. Reporting to the VP of Finance, this role is accountable for defining and maintaining clear systems of record, ensuring high-quality data flows between systems, and aligning business processes across all departments (Finance, HR, Customer Support, Customer Success, Technology, Product, Sales etc.). This role is also responsible for translating the company’s AI adoption strategy into practical system, process, and workflow execution. The Head of Business Systems ensures systems enable the business rather than constrain it.

Requirements

8+ years experience in business systems, operations, or enterprise applications in a SaaS environment
Deep hands-on experience with ERP and CRM platforms (NetSuite and Salesforce strongly preferred)
Strong understanding of SaaS operating models and subscription fundamentals
Proven experience designing and managing system integrations and data governance
Demonstrated ability to lead cross-functional initiatives without direct authority
Excellent communication and stakeholder management skills
Systems thinker with a bias toward clarity, structure, and scalability
Strong understanding of data models and governance required for safe and scalable AI adoption.
Ability to design processes that are AI‑native, reducing manual work and maximizing automation opportunities.
Ability to work in both team and individual capacities
Ability to manage multiple streams of work effectively
Ability to manage your daily workload through best practice time management techniques
Great communication and interpersonal skills
Passionate about teamwork and collaboration
Curiosity and fluency with emerging AI tools, and a bias toward leveraging AI to simplify and scale operations.

Responsibilities

Define standards for document storage, approvals, and collaboration across Teams, SharePoint, and OneDrive
Ensure critical business artifacts (contracts, approvals, policies) are consistently linked to systems of record
Outline and proliferate company wide standards for communication to improve efficiency and productivity
Reduce reliance on undocumented decisions, shadow files, and tribal knowledge
Own the end-to-end architecture of Actionstep’s enterprise systems, including NetSuite, Salesforce, Zone Billing, Zendesk, Planhat, Ramp, and Microsoft 365
Define and document systems of record for all major data domains (e.g. Customer, Contract, Subscription, Revenue, Spend, Vendor)
Ensure systems configuration and integrations align with agreed global business processes
Establish a multi-year enterprise systems roadmap aligned with business strategy
Maintain real-time documentation of company-wide standards
Embed AI‑native principles into enterprise system design to ensure new tools, integrations, and workflows can leverage AI efficiently and safely.
Translate AI adoption priorities set by the CFO, VP of Finance, CTO, and other leaders into system and workflow execution across the enterprise.
Partner with Finance, RevOps, Technology, and Product to implement AI capabilities that enhance operational scalability and reduce manual work.
Design, maintain, and monitor reliable integrations between systems
Eliminate bidirectional data conflicts and ambiguous data ownership
Implement validation rules, reconciliation processes, and data quality controls
Partner with Finance and RevOps to ensure billing, revenue, and spend data is accurate, auditable, and trusted
Establish a scalable data architecture that supports consistent, high‑quality, AI‑ready Business Intelligence reporting.
Ensure data structures, lineage, and integration logic are AI‑ready, and implement controls that prevent inaccurate or unverified AI‑generated outputs from entering core systems
Act as the primary owner for cross-system change control and governance
Evaluate, prioritize, and approve new system requests, integrations, and automation initiatives
Prevent unmanaged tool sprawl and regional process divergence
Establish standards for documentation, configuration, and release management
Own the operational integration between Ramp and NetSuite
Define rules for vendor creation, approvals, GL mapping, and documentation
Partner with Finance to ensure spend systems support strong internal controls
Improve visibility, accuracy, and timeliness of global spend data
Translate AI strategy and priorities from CFO, VP Finance, CTO, and other leaders into practical system configurations, processes, workflows, and training.
Develop and maintain clear documentation, guidelines, and operating procedures for AI‑assisted workflows.
Ensure AI tools and workflows comply with internal security, privacy, and data governance standards.
Partner with cross‑functional teams to identify high‑value opportunities for AI‑enabled automation and to measure the impact of AI adoption across the business.
Build and maintain strong working relationships with all internal and external parties ensuring transparent, proactive and effective communication always
Proactively contributing to meetings with the view to add value in a constructive manner
Actively looking to build own career through delivery of self and assisted professional development initiatives
Staying abreast of functional industry best practice patterns, products and technologies and assisting in process improvement activities as required
Proactive in identifying and participating in the continuous improvement of processes and procedures within the Relevant Team department
Actively contribute to the development and maintenance of a strong department culture ensuring knowledge and experience is shared
Assume responsibility for your own and others safety and wellbeing, following all safety and wellbeing procedures and instructions, including reporting hazards, incidents and accidents and participating in safety and wellbeing initiatives and programmes as required
Undertaking any other reasonable duties as required