Senior Systems Operations Coordinator (PH, CR, & CO) at Atomus Partners

San Jose, California, United States -

Full Time

Start Date

Immediate

Expiry Date

07 May, 26

Salary

55000.0

Posted On

06 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Project Management, Business Analysis, Process Mapping, SaaS Administration, Technical Writing, Data Hygiene, Continuous Improvement, Technical Quality Assurance, ClickUp, HubSpot, LucidChart, Miro, Git, API Understanding, Remote Communication, AI Literacy

Industry

Business Consulting and Services

Description

Description 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. Key Responsibilities A. 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. B. 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. C. 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. Requirements What Will Make You Successful 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). Critical Competencies Process Obsessed: You see the world in flowcharts. You know the difference between a "process" and a "habit." Technical Fluency: You are not a coder, but you speak the language. You understand what an API is, you can navigate Git for documentation, and you can configure complex CRM settings. Leadership Presence: You are comfortable "managing up." You can take a vague idea from leadership and turn it into a concrete plan without needing to be micromanaged. Business Acumen: You understand that we are building a business, not just a department. You prioritize work based on ROI and business value. Platform Mastery: Experience configuring project management environments (ClickUp preferred) and CRM backends (HubSpot preferred). Technical Writing: Proven ability to create high-quality, professional SOPs and technical guides for a US audience. Remote Fluency: Minimum of 1 year experience working 100% remotely with a deep understanding of asynchronous communication. AI Literacy: Demonstrated ability to leverage LLMs (Gemini, ChatGPT) to increase personal productivity and system efficiency. Atomus Core Value Alignment Commit to Quality: You have an "acute attention to detail" and don't settle for "good enough." Create Solutions: When a process isn't performing, you don't just report it; you fix it. Collaborate as One: You work seamlessly with our Sales and Operations teams. Cultivate Raving Fans: You don’t just deliver a solution; you create an experience that empowers your colleagues Climb Higher: You are committed to constant professional and personal improvement. What We Do At Atomus Atomus — from the Latin word for “atoms,” the basic building blocks of the universe. At Atomus Partners, we’re the building blocks for growth. We step in as trusted partners to help small and mid-size businesses strengthen and scale their most critical functions — HR, Talent Acquisition & Finance/Accounting — so leaders can stay focused on what they do best: growing their business. We don’t just solve today’s challenges — we help our clients see beyond today, laying the foundation for long-term success and sustainable growth. Why Join the Atomus Team? Are you a process-obsessed operational leader who is ready to move beyond 'habits' to build a scalable business machine and bridge the gap between visionary strategy and technical execution? If so, join us! Working at Atomus means living and breathing our core values: Commit to Quality, Create Solutions, Collaborate as One, Cultivate Raving Fans, and Climb Higher. Here, you’ll do more than just “work a job” — you’ll solve meaningful problems, stretch your skills, and grow faster than you ever thought possible. One year at Atomus is the equivalent of three to five years elsewhere. We’re looking for people who are hungry to build, learn, and make an impact — not just clock in and out. We are more than just a firm; we are a community that has mastered virtual culture. We’ve always been 100% remote, maintaining a 70+ Employee Net Promoter Score. We host monthly virtual activities and wellness challenges. We offer a holistic environment with flexible PTO where we don't count days, and annual performance bonuses. If you share our values and are excited by the challenge of bridging the gap between risk and compliance, we’d love to hear from you.

Responsibilities

The Senior Systems Operations Coordinator will maintain a rolling backlog of scoped projects, ensuring readiness for execution and managing project governance. They will also map business processes, produce documentation, and oversee systems administration.