Systems & Automation Specialist (SuiteDash VA)

Job Overview:
We are looking for a Systems & Automation Specialist to help build and optimize internal workflows using SuiteDash.
This role is perfect for someone who enjoys organizing systems, building automations, and improving processes. You will work independently in a fully remote, async environment where output and quality matter more than hours.

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.
Documentation should be either static or ideally built as interactive playbooks using Notion.
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.