Senior Systems Operations Coordinator (PH, CR, & CO)

Atomus Partners•San Jose, CA

7h•$30,000 - $55,000•Remote

About The Position

First things first… This is a 100% remote position (candidates must be based in the Philippines, Costa Rica, or Colombia). The current annual salary range for this position is $30k - $55k USD + bonus opportunity. This position will support our portfolio of internal companies that span across different industries (including mortgage compliance to HR/bookkeeping). However, the first year will be highly focused on our company: MQMR. What You’ll Do We are looking for a process architect and operational leader, not just an assistant. You will serve as the strategic "Right Hand" to the Director. While the Developers build the technology, you build the business machine. Your mandate is to capture the Director’s strategy, map 90% of our business processes into scalable workflows, and manage the "Order Book"—our pipeline of scoped, revenue-generating projects. You are the "Head of the House" for Operations; you ensure the trains run on time, the documentation is version-controlled, and the Engineering team has clear, actionable requirements.

Requirements

Experience: Minimum of 2 years in Operations, Project Management, or Business Analysis, ideally within a US-based SaaS or technology firm.
Tool Stack:
Project Management: Experience ClickUp (or Jira/Asana).
Documentation: Experience with Git/GitHub for documentation is highly preferred.
CRM: Strong proficiency in HubSpot (Sales/Ops Hub).
Mapping: Proficiency in LucidChart, Miro, or Visio.
Language: C2 Level English (Native/Near-Native fluency required for client-facing scoping).

Responsibilities

Project Leadership & Accountability (The "When" and "Who")
The "Order Book": Maintain a rolling 3-month backlog of fully scoped projects. Ensure every initiative is "ready for execution" before it is assigned to the technical team.
ClickUp Governance: Act as the primary owner of the project board. Ensure every task has a clear "Definition of Done," an assigned owner, and a hard deadline.
Bottleneck Management: Proactively identify project stalls and follow up with stakeholders to ensure deliverables remain on track.
Meeting Facilitation: Lead team "Stand-ups" and retrospectives, immediately converting discussion points into trackable tasks.
Business Analysis & Process Mapping (The "How" and "What")
Process Architecture: Interview SMEs and stakeholders to map current and "to-be" business processes using tools like LucidChart or Miro.
SOP Production: Translate complex technical workflows into clear, step-by-step documentation and Business Requirements Documents (BRDs).
Version Control: Architect and maintain the internal Knowledge Base (Google Drive/Git), ensuring all SOPs are current and accessible in 30 seconds or less.
Continuous Improvement: Analyze existing workflows to propose efficiencies and AI-assisted improvements rather than just documenting the status quo.
Systems Administration & Technical Integrity (The "Tool" and "Quality")
SaaS Administration: Manage the backend of our primary platforms (HubSpot, ClickUp, etc.), including user provisioning, permissions, and security settings.
Technical Quality Assurance (QA): Serve as the final gatekeeper for all new automations. Perform rigorous testing to ensure deployments match the established SOPs and do not disrupt existing logic.
Data Hygiene: Execute recurring audits of CRM data to maintain a "source of truth," merging duplicates and fixing broken properties.
Internal Support Triage: Monitor the systems support queue, resolving administrative requests and escalating high-complexity technical failures.