Operations Systems VA

We are seeking a highly skilled Virtual Assistant (VA) to help set up and manage the digital platforms that will power this transformation. This role is not basic admin — we are looking for someone who understands systems, automations, and workflows and can grow with us long-term.

???? Your Role

Create and connect our platforms into one seamless system. You’ll be responsible for building, testing, and documenting workflows so our teams and dealers can use them easily.

???? Responsibilities

ClickUp Setup
Create workspace, departments, task templates, and workflows.

Airtable CRM & Database
Build tables for Leads, Dealers, Orders, Installers, Events.
Configure linked records, formulas, and automations.
Setup duplicate checks, lead naming formulas, and reporting dashboards.

Notion HQ
Organize operations manual, SOPs, training hub, and internal documents.
Apply branding (logo, colors, formatting).

Tally.so Forms
Create dealer registration, Club45 applications, trade account forms, and event RSVPs.
Connect forms to Airtable and trigger automated workflows.

Zapier Automations
Build automations to link Tally ? Airtable ? Email ? ClickUp.
Maintain automation map and troubleshoot failures.

Dealer & Franchisee Portal (Super.so / Softr)
Build a portal for dealers to log in and view orders, invoices, documents, and training.
Set up access control so each dealer only sees their data.

Documentation & Training
Write clear step-by-step SOPs (with screenshots) in Notion.
Keep a record of all workflows and Zaps.

???? Skills Required
Advanced Airtable (formulas, linked records, automations).
Advanced Zapier knowledge.
Advanced ClickUp or similar project management tools.
Advanced Notion setup and branding.
Advanced Tally.so or Typeform/Jotform.
Familiarity with Super.so or Softr portals.
Strong documentation and communication skills (English).
Proactive problem solver, able to suggest improvements.

???? Bonus Skills
Experience with Shopify (for BauBasic orders).
Knowledge of CRM setup (HubSpot, Zoho, or GoHighLevel background).
Familiarity with franchise operations or B2B sales workflows.

???? What We Offer
Long-term role with a growing international brand.
Opportunity to become Operations Lead VA if performance is strong.