Role Title: Operations Systems Specialist
Attention: Do not apply through Indeed or you won’t receive a response.
Apply through this Job Application Form: https://forms.clickup.com/9011117614/f/8chnfhe-7811/L2W1VK9RWWZQ3RFKR0
The Ideal Candidate
We’re looking for a driven professional with uncompromising integrity—someone who values free market capitalism, is their own toughest critic, and has a knack for problem-solving and value creation.
This role is not for the faint of heart. You’ll collaborate closely with our co-founder, who embraces first-principles thinking, iterates relentlessly, and holds himself and those around him to ever-increasing standards. If you prioritize work-life balance, boundaries, a “good enough” mindset or can’t resonate with a pro-business mentality, our projects won’t be the right fit for you.
You should find energy—not exhaustion—in fast-paced feedback loops, an iterative process, and the pursuit of better. A sharp eye for detail, personal accountability, and a hunger for continuous improvement are essential. If you’re dependable, adaptable, proactive, motivated, and energized by an entrepreneurial startup work environment, we want to hear from you!
Summary of the Role:
The Operational Systems Specialist is primarily responsible for organizing, building and integrating core business functions and mapping them to their respective responsibilities into operational systems to enhance accountability and operational efficiency, effectiveness and scalability.
This role synthesizes and organizes key information, refines and modularizes language, optimizes definitions, leverages AI solutions and develops systems in coordination with our AI & Automations Specialist and Operations team.
You will collaborate and iterate closely with our Key Internal Stakeholders to define deliverables, timelines, and ensure operational systems align with company goals. Collaboration will typically take place over Slack and Zoom video meetings with cameras on and occasional screen sharing when needed.
Once the goals are set, you will take ownership of executing the work and will be responsible for delivering results within the agreed-upon parameters and timelines. Knowledge transfer, transparency and timely communication with all relevant stakeholders will be a critical part of your work to ensure we can collaborate effectively with you and participate seamlessly as
needed.
Attention: Please do not apply if you can’t or won’t follow explicit instructions. We evaluate attention to detail at every stage of our hiring process.
- You are being assessed from the moment you read this sentence until hiring. Every email, file name, meeting, follow-up, deadline, etc. assesses your attention to detail and follow-through. If you fail to demonstrate this from the outset, you will not receive a response—saving both your time and ours.
- We rarely send reminders or correction prompts. If you notice you slipped, resend the corrected item on your own initiative. Silence from us likely means you’re eliminated until you self-correct.
- We expect most candidates will be turned off by this level of transparency and candor and will stop here—that’s by design. If you understand and appreciate why we operate this way and still proceed, you’re already demonstrating the judgment we value.
Compensation:
- Pay Rate: 130000 IDR Per Hour
- No Benefits: This is an independent contractor role; therefore, no additional benefits are provided.
Work Schedule & Availability:
- Estimated Weekly Hours: 15-25 hours based on company needs and workload.
- Flexible Hours: Structure your work schedule to meet outcomes while maintaining effective communication and alignment with stakeholders.
- Meetings & Communication: Share overlapping availability for meetings and discussions as needed, typically between 14:00-16:00 PST
About Us:
At Pet Awesome, we’re a small but ambitious e-commerce company specializing in pet products, currently serving our 4-legged customers (and their hoomans) in the USA and UK.
We’ve found product market fit with western women aged 25-54 who adore their small dogs as much as we do.
The projects we work on are often fun! The job comes with plenty of laughs and wagging tails as we solve problems for pets and rub human noses in the solution ;)
Our marketing isn’t just cheeky; we give pets a voice and share their perspective. To get a sense of our pet products and doggy personalities, check out our instagram @_PetAwesome_
Tail wagging and nose boops aside, we’re growing our geographically diverse and remote team of 11 dependable and adaptable “hooman” professionals who strive for continuous improvement and place integrity first.
If you share our passion for pets, have a head for business, and embrace a growth mindset, consider joining our pack to help us build a lasting doggy empire!
Key Responsibilities:
Operational System Development
- Responsibility Management System: Build and deliver a centralized, integrated, version-controlled database that maps every core business function to its respective responsibilities, expectations, owners and relevant operational systems, subsystems, processes, SOPs, technologies and resources.
- System Management System: Build and deliver a centralized, integrated, version-controlled relational database that catalogs and connects every system, subsystem, process, SOP, technology, resource, and role—applying naming conventions, embedding hyperlinks, and bi-directional integration to ensure the entire operational ecosystem remains transparent, coherent, accurate, and easy to update, navigate and manage for stakeholders.
User Testing
- Validate Systems: Execute or review recorded screencast tests of both operational systems and their supporting SOPs, capture actionable feedback, and refine systems and their related resources and assets until they deliver first-pass, friction-free execution that meets defined performance outcomes.
Artificial Intelligence
- AI Delegation: Identify opportunities to delegate tasks and operational processes to AI and propose and implement solutions.
- Prompt Engineering: Develop, refine, optimize, implement & integrate AI prompting tactics to boost operational efficiency & effectiveness.
Documentation
- Documentation Development: Develop various forms of documentation including SOPs, Guidelines ensuring comprehensive detail, accuracy, accessibility and seamless handoff to stakeholders.
- Documentation Integration: Integrate documentation & relevant assets through bi-directional linking within each system component across various platforms to ensure information accurate and easy to navigate for relevant stakeholders.
Expectations:
- Integrity First: Uphold personal and professional integrity and exemplify this to stakeholders. Identify and acknowledge conflicts of interest, correct mistakes proactively and uphold trust and reputation.
- Always Accountable: Convert commitments into measurable outcomes and own the results. Increase transparency ensuring alignment remains strong and actions meet expectations.
- Stakeholder-Facing Professionalism: Conduct all stakeholder video meetings with business-appropriate attire and a well-organized, distraction-free workspace.
- Dependability & Adaptability: Meet commitments, be reliable and supportive of stakeholders when needed, and give your best effort, even outside of typical days/hours. Adapt to changes in plans, priorities, strategies and approaches even if they’re outside of your role or skillset with minimal disruption.
- Continuous Improvement: Strive to exceed expectations, remain curious, and explore new tools, technologies, or strategies to enhance performance. Seek and offer constructive feedback, and pursue iterative improvements in processes and strategies.
- Timesheet & Invoicing: Maintain and submit an accurate timesheet on days worked that itemizes tasks, projects, and billable hours to ensure transparency and alignment with your invoicing.
- High Communication Standards: Provide timely updates and respond to messages promptly. Communicate clearly with attention to grammar, spelling, and detail, ensuring timely follow-ups. Ask clarifying questions to ensure mutual understanding and alignment of expectations.
Requirements:
Mandatory:
Meetings
- Recording: Must be capable of recording yourself and others, with their consent, for various business purposes including meetings, demonstrations, instructions, and briefings, using video and audio tools. Your acceptance of this position implies your consent to these recording requirements.
Experience/Background
- Documentation & Technical Writing – 2 + years: Track record drafting and version-controlling SOPs, playbooks, user guides or similar.
- Cross-Functional Experience – 5 + years in ≥ 2 of the areas below:
- Project / Program / Product / Operations Management
- Digital Marketing / Logistics / Manufacturing Operations
- Business / Financial / Data Analysis
- Knowledge / Change Management
- (The 5 + years may be spread across multiple roles but must include substantive experience in at least two of these categories.)
- Accountability Charts: Experience building, maintaining, and updating accountability charts (or similar) to define clear roles, responsibilities, and reporting structures.
Tools/Skills
- Work-Management Platform: Proficient in ClickUp or a comparable tool (e.g., Asana, Monday, Jira, etc.).
- Spreadsheets: Proficient in organizing, managing, and manipulating data using Excel and Google Sheets. This includes advanced use of filters, sorting, conditional formatting, intermediate formulas (e.g., IF, CONCATENATE), and building pivot tables for data analysis and reporting.
- SQL & Relational Data Modelling – Proven ability to design small-to-medium relational schemas and write multi-table SELECT queries (JOIN, GROUP BY, CASE, CTE). Experience with any mainstream RDBMS (PostgreSQL, MySQL, SQLite, or cloud equivalents such as Supabase/Airtable SQL API).
- AI Proficiency: Must have hands-on experience using AI tools for process improvement. Comfort with tools like ChatGPT, OpenAI, or similar platforms is required. Ability to integrate AI into business operations for enhanced efficiency and decision-making is a must.
Preferred:
Furry Friends:
- Dog Ownership: Bonus points if you are a current or previous dog owner, send us a photo of your furry companion in your application to stand out!
Qualifications:
- Training or certification: Lean, Six Sigma, or comparable frameworks, with demonstrated application of root-cause analysis and iterative optimization in workflow projects.
- Workflow Development / Process Mapping – Hands-on experience building visual process maps and translating them into actionable workflows.
- Process Mapping Canvas: Proficient in Miro or an equivalent app (e.g., Lucidchart, Draw.io, Visio, etc.). If you’re unfamiliar or rusty with Miro, you’re responsible for ramping up on your own time before project kick-off.
- Integration & Automation Platforms: Working knowledge of Zapier, Make, n8n, or webhooks; basic API troubleshooting.
Application Process:
Attention: Do not apply through Indeed or you won’t receive a response.
Apply through this Job Application Form: https://forms.clickup.com/9011117614/f/8chnfhe-7811/L2W1VK9RWWZQ3RFKR0
A good fit is important to us, so expect plenty of questions and a thorough assessment process as we get to know each other. We’re excited to hear from you!
Job Types: Part-time, Temporary, Contract
Contract length: 6 months
Expected hours: 15 – 25 per week