This is a remote position.

We are seeking a highly organized and self-sufficient Lean-Pro Systems & Automation Specialist who thrives in creating and optimizing systems to streamline operations. This role is ideal for a VA who excels at working in focused, longer blocks of time rather than daily small increments. The position will primarily work in SuiteDash, utilizing a combination of automation, task management, and documentation to improve efficiency and support the growth of our systems and processes. The ideal candidate will be a systems thinker, proactive, and skilled in automating repetitive tasks, while ensuring clear, detailed documentation.

Responsibilities:

Phase 1 — Cleanup

• 
  Audit and clean up all custom fields in SuiteDash: remove, consolidate, or rename as needed.

• 
  Conduct a full overhaul of products, items, and subscriptions in SuiteDash, ensuring everything is properly set up for efficiency.

Phase 2 — Recurring Task Automation

• 
  Build recurring task templates for monthly, quarterly, and annual tasks (both internal and client-facing).

• 
  Ensure templates are client-specific (e.g., bank account names, service details) rather than generic placeholders, while keeping them adaptable for future clients.

• 
  Roll out automated recurring tasks across existing clients, making this the first major deliverable of Phase 2.

Phase 3 — New Client Funnel & Onboarding Automation

• 
  Design and build visually polished intake and inquiry forms for new client outreach on the website.

• 
  Use CSS and SuiteDash's design tools to ensure forms are beyond the default styling.

• 
  Include a unique identifier for tracking referral sources.

• 
  Forms should trigger automated outreach or follow-up sequences in SuiteDash once submitted.

• 
  Automate onboarding processes once a prospect converts to a client.

• 
  This includes service selection, document requests, engagement letter delivery/signing, payment setup, and activating recurring tasks.

Phase 4 — Documentation (Ongoing)

• 
  Technical Configuration Guide: Create and maintain a detailed record of SuiteDash configurations, automations, and triggers, and the reasoning behind each decision.

• 
  Internal User Guide: Develop a step-by-step guide for internal team use, covering workflows, client onboarding, and task setups.

• 
  Client-Facing Guides: Produce two guides:

1. 
   A portal user guide explaining client interaction with their dashboard.

2. 
   An onboarding guide with visuals, screenshots, and possible short video walkthroughs.

Ongoing Tasks

• 
  Provide daily check-ins and check-outs via Slack, detailing the day’s progress, future work, and any support needed.

• 
  Be self-managed in day-to-day tasks but responsive to immediate priorities when needed.

Requirements

• 
  At least 1 year of experience in systems and automation roles, with proficiency in SuiteDash.

• 
  Proficient in HTML, CSS, and basic JavaScript for developing web-based tools. Knowledge of Claude AI is a plus, with experience in creating tools for bookkeeping and client process optimization.

• 
  Notion experience is highly desirable, especially for building interactive documentation and playbooks.

• 
  Excellent communication skills, particularly via Slack for daily check-ins/check-outs.

• 
  Experience with Google Workspace (Docs, Sheets) for process documentation and task management.

• 
  Strong problem-solving and systems thinking, with the ability to work independently and flexibly.