Operations & Systems Coordinator

Tailor Your Resume for this Job

Who We Are |

Our boutique remote accounting team works with small businesses from a wide variety of industries as well as individual investors. We have developed a proactive digital approach to accounting and tax planning, from which our clients gain CFO-level insights into their business & investments that will create positive momentum toward their personal & business goals. Giving small business owners the tools they need to understand their finances, save on taxes, and simplify their accounting & payroll processes is what we do best!

Position Available | Operations & Systems Coordinator

We are on the search for an Operations & Systems Coordinator to join us! Our core team is based in Tennessee, however, this is a fully remote position, so as long as you have a dedicated home office, reliable & secure high-speed internet & enjoy working from home, we’d love to hear from you. Our ideal candidate will have a few years of experience in operations within a small business.

Having the skills to fulfill the job description is important, but we’re also interested in making sure this job is the right fit for you. You will thrive in this role if:

• You're someone who shares our vision and is passionate about helping small businesses and investors succeed financially.
• You thrive in goal-driven environments and are motivated by continuous improvement and achievement.
• You're both a collaborative team player and a disciplined self-starter, capable of managing your own workflow in a remote setting.
• You bring strong attention to detail and possess sharp analytical thinking skills.
• You enjoy creating structure and clarity—developing SOPs, streamlining workflows, and tracking progress across the team.
• You have the technical expertise to design and implement efficient systems that promote consistency and scalability.
• Your tech-savvy, quick to learn new platforms, and skilled at integrating tools into the broader tech stack.
• You communicate with maturity and professionalism, balancing a calm, easygoing demeanor with reliability and focus.
• You adapt well to changing priorities, and thrive in environments that move between fast and slow rhythms throughout the year.
• You’re experienced with tools like Google Suite, Microsoft Excel, Rightworks Cloud Protect, Zapier, Loom, Dropbox, Karbon, Safe Send, Zoom, Mailchimp, Ignition, or similar platforms.
• Bonus if you’re an AI-native thinker who embraces automation, seeks to eliminate repetitive manual tasks, and confidently handles complex data and tech integrations.

You may NOT be the right fit if:

• You thrive in a Micro-management environment. As a small team, we create deadlines and guidelines to fulfill projects, but ultimately, we each manage our own workflows
• You are slow to learn new software, or just don’t like when things change. We work with multiple online systems that are constantly evolving which will require us to adapt & stay up to date with how online apps connect & collaborate with each other.
• You prefer to work alone without client or team interaction. As accountants, most of us are introverts, and that’s ok! However, we do work very closely with both our clients & team members, and must communicate regularly.
• You do not have an exclusive & quite workplace at home, or simply do not like working at home. We are a fully remote team; we do not have a central office.

Primary Duties |

We are looking for an Operations & Systems Coordinator in our daily activities that also works as a System’s Architect to resolve inefficiencies within our tech-stack, standardize our workflows and maintain our systems.

• Core Systems Management: work directly with our CEO to ensure efficiencies within our operational workflows, and develop our current tech-stack to ensure an automated standardized workflow
• Tech Management: Maintain an expert level understanding of our ever-evolving tech-stack to ensure tools are seamlessly integrated, properly automated and functioning at peak performance
• Documenting & Training: assist in building SOPs and create a system of records that will assist in training current and future employees
• Internal Troubleshooting: continually diagnose and resolve issues resulting from integration failures or other glitches as software continues to evolve, ensuring operations continue smoothly
• External Troubleshooting & Client Development: assist clients in accessing their online portals and develop training tools for our clients to experience a seamless workflow
• Client Information Management: ensure client information is up to date and create a unified flow across all applicable systems
• Operational & Data Security: assist in the further development of the Written Information Security Plan (WISP) as systems evolve, and work with CEO to develop training protocols as needed to ensure team compliance
• Team Operations: to assist the team in ensuring excellence in all client deliverables, your role will also assist with weekly team meetings by using our CRM and other tools to provide reports that track recurring & out-of-scope work that will allow management to monitor workflow & capacity planning
• Client Operations: to ensure a proactive client experience, ad hoc administrative duties include assisting clients with scheduling links, assisting team with client onboarding tasks, initiating client newsletters and emailing deadline reminders as needed

Requirements |

• 2+ years of experience in operations, systems management, project coordination, or a related role.
• 2+ years of experience in working with small business operations
• Proven ability to work independently in a remote environment, while collaborating effectively with a distributed team.
• Strong analytical thinking, problem-solving, and organizational skills.
• Demonstrated experience with documenting processes, building SOPs, and optimizing workflows.
• Excellent written and verbal communication skills, with the ability to convey complex processes clearly.
• Comfortable learning and integrating new software tools and systems quickly.
• Proficient in:
• ^ Google Suite
• ^ Microsoft Excel
• ^ Workflow and automation tools such as Zapier, Loom, Karbon, Ignition, etc.
• ^ Cloud storage and collaboration tools like Dropbox
• Technically adept and eager to leverage AI and automation to improve efficiency and reduce manual work.

Compensation | Benefits

• Full time | 40 hours per week
• Flexible work schedule. Typically, we have start times between 7AM – 9AM CST and end times of 4PM – 6PM CST
• 9+ holidays off each calendar year
• Paid-Time-Off based on tenure
• 401k & ST/LT Disability & Life Insurance *eligible after 1-yr
• Company sponsored education to help you achieve your professional goals
• Bonuses Based on performance
• “Dress for your Day” policy
• $50K-$65K depending on experience & qualifications

How to Apply |

If you've made it this far, you must still be interested and we'd love to talk with you!

--> Please submit your resume along with a cover letter with a short explanation of your experience in operations & small business. Bonus points if you tell us something about yourself. We’re looking for a team member, so who you are is just as important as what expertise you can provide.

Need Ideas?

• What is your biggest motivation in life?
• What was your favorite vacation?
• What are your hobbies?
• AI – Yay or Nay?
• Coffee or Tea?
• Dog or Cat?
• Beach or Mountain?
• Slow or fast?

Job Type: Full-time

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Life insurance
• Paid time off
• Professional development assistance

Work Location: Remote