Technical Operations Automation Specialist

4 days ago

Manila, National Capital Region, Philippines beBeeAutomation Full time ₱30,000 - ₱50,000
Technical Operations Specialist Job Description

This is a hands-on technical operations role with executive support responsibilities. You will design and run the operational backbone of our organization, automate away inefficiency, and own tasks from request to verified outcome.

  • Drive tasks to completion, ensuring clear documentation and follow-up actions. Maintain a centralized source of truth for assignments, deadlines, and statuses.
  • Handle inbound and outbound calls to stakeholders, ensuring clear communication, logging outcomes, and escalating as needed to meet service level agreements.
  • Anticipate issues and create buffers, reminders, and contingency plans to keep tasks on track. Use pre-reads and reminders to align teams with deadlines.
  • Develop a system for receipts, ensuring accurate categorization and reconciliation. Provide weekly reports and flag discrepancies.
  • Design low-code automations using tools like Notion, Airtable, Slack, and Zapier to streamline tasks. Ensure automation reliability with logs and alerts.
  • Facilitate regular check-ins with engineering on project progress, blockers, and next steps. Keep documentation and project boards up-to-date.
  • Use AI tools (e.g., ChatGPT/Claude) for drafting communications, SOPs, and summaries. Maintain prompt templates and verify outputs for accuracy.
  • Structure Notion spaces and write SOPs. Keep operational documentation organized and regularly updated.
  • Track a visible 'waiting-on-others' list, ensuring timely follow-ups with clear SLAs. Follow a set cadence for reminders and escalate when needed.
Responsibilities by Timeline:
  • 30 Days: Map out current workflows, implement a receipts pipeline, and ship three automations.
  • 60 Days: Reduce manual operations time by 20%, implement error handling for automations, and ensure project status is consistently self-serve.
  • 90 Days: Zero dropped tasks, 6+ high-impact automations in production, and consistently meeting SLAs for callbacks, receipts, and appointments.
Key Responsibilities:
  • Task Completion: Drive tasks to completion, ensuring clear documentation and follow-up actions.
  • Communication: Handle inbound and outbound calls to stakeholders, ensuring clear communication, logging outcomes, and escalating as needed to meet service level agreements.
  • Issue Resolution: Anticipate issues and create buffers, reminders, and contingency plans to keep tasks on track.
  • Receipt Management: Develop a system for receipts, ensuring accurate categorization and reconciliation.
  • Automation: Design low-code automations using tools like Notion, Airtable, Slack, and Zapier to streamline tasks.
  • Documentation: Facilitate regular check-ins with engineering on project progress, blockers, and next steps. Keep documentation and project boards up-to-date.
  • AI Tools: Use AI tools (e.g., ChatGPT/Claude) for drafting communications, SOPs, and summaries.
  • Operational Documentation: Structure Notion spaces and write SOPs. Keep operational documentation organized and regularly updated.
  • Waiting List: Track a visible 'waiting-on-others' list, ensuring timely follow-ups with clear SLAs.
Requirements:
  • Technical Skills: Proficiency in tools like Notion, Airtable, Slack, and Zapier.
  • Communication Skills: Excellent verbal and written communication skills.
  • Problem-Solving Skills: Ability to anticipate issues and create buffers, reminders, and contingency plans.
  • Organizational Skills: Ability to maintain a centralized source of truth for assignments, deadlines, and statuses.
  • Adaptability: Ability to adapt to changing priorities and deadlines.
What We Offer:
  • Opportunity to work on high-impact projects.
  • Collaborative and dynamic work environment.
  • Professional development opportunities.

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