Business Systems & Workflow Optimisation

About This Role
We are seeking a process-focused contractor to help document how our business works, create clear Standard Operating Procedures (SOPs), build simple automations, and write email communication templates.
The goal is to improve how we manage tenant communication and day-to-day operational workflows related to Specialist Disability Accommodation (SDA).

2. Your Weekly Responsibilities & Time Allocation

A. Business Process Mapping
Map out major business processes (e.g. tenant onboarding, lease renewals, SIL communications)
Identify inefficiencies and opportunities to streamline or automate


B. SOP Creation
Write or update clear, step-by-step SOPs based on the workflows you map
Include checklists or flowcharts where helpful
Organise SOPs in Google Drive for team access and long-term use


C. Automation & Workflow Setup
Build simple automations inside ---------- (e.g. task triggers, status updates, notifications)
Suggest and implement improvements to how we use Google Forms, Gmail templates, and Sheets
Document each automation clearly for future reference



Email Templates & Communication

Draft and organise email templates used for:
Tenant onboarding
Inspection notices
Lease renewals
Property manager intros
SIL coordination
Ensure the tone is friendly, professional, and consistent
Organise templates into categories for easy use



E. Task Management, Reporting & Collaboration
Update assigned tasks in ----------
Submit a short weekly report (Google Doc or Loom video) before the team check-in
Attend a weekly Google Meet with the team (30–45 minutes)



3. Weekly Output Targets
1–2 workflows mapped


1–2 SOPs drafted or updated


4–6 email templates created


1 new automation or workflow improved in ----------


Weekly summary submitted before Friday



4. Tools You’ll Use
Tool
Purpose
Google Docs
SOPs, reports, email templates
Google Sheets
Checklists, trackers, dashboards
Google Forms
Internal/external forms and data collection
Gmail
Canned responses and template testing
Google Drive
Organised SOP and template storage
Google Meet
Weekly video check-ins with the team
----------
Workflow setup, task tracking, automation
Loom (optional)
Quick walkthrough videos or weekly updates


5. Communication & Supervision
You will report to the business team of 4 people
All work must be logged and tracked in ----------
Weekly Google Meet check-ins are required (30–45 mins)
A short weekly progress summary must be submitted before the Friday meeting