Systems and Operations Coordinator

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🕒 May 15

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CrewBloom

WebsiteLinkedInAll Job Openings

201 - 500 employees

Founded 2016

🤝 B2B

☁️ SaaS

🎯 Recruiter

B2B • SaaS • Recruitment

CrewBloom is a remote staffing agency dedicated to connecting businesses with top-tier remote talent across various industries. They streamline the hiring process by sourcing, screening, and onboarding qualified candidates tailored to the specific needs of their clients, ensuring a seamless integration into teams. With a focus on global talent acquisition, CrewBloom empowers companies to scale their operations efficiently while reducing costs and maintaining compliance with HR regulations.

📋 Description

• We are seeking a highly organized, detail-oriented Systems & Operations Coordinator to serve as a vital link between our client's technology ecosystem and day-to-day business operations. • Acting as the primary support to the Systems Administrator, you will provide critical, hands-on maintenance for our core software applications, including Salesforce, Smartsheet, NetSuite, and Box. • Partner closely with the Office Manager to oversee insurance compliance and Certificates of Insurance (COI) management. • Conduct comprehensive weekly audits of Salesforce and Smartsheet to ensure all project statuses, pipeline updates, and financial metrics are accurate and current. • Support the Systems Administrator with user onboarding and offboarding, permission provisioning, and credential management across all primary platforms. • Oversee the folder hierarchy and structural integrity of the Box file system, enforcing strict naming conventions and ensuring document storage aligns with company SOPs. • Coordinate with the Office Manager to request, collect, verify, and track Certificates of Insurance (COI) from vendors and subcontractors. • Maintain a centralized tracking architecture (within Smartsheet or NetSuite) to proactively monitor policy expiration dates and ensure all active partners remain compliant. • Guarantee all insurance-related documentation is properly archived in Box and seamlessly mapped to corresponding records in NetSuite or Salesforce. • Serve as the internal point of contact for routine COI requests, coordinating directly with insurance brokers to secure documentation for new projects and contracts. • Build, configure, and launch new project workspaces, sheets, and dashboards utilizing established company templates. • Conduct weekly syncs with Project Managers to validate that the global Project Portfolio accurately reflects real-time operational milestones. • Assist in troubleshooting basic Smartsheet automations, formulas, and reporting structures for cross-departmental stakeholders. • Maintain and organize the company’s digital SOP (Standard Operating Procedure) library, ensuring all training materials and workflow diagrams are standardized and accessible. • Act as the first line of defense for internal software inquiries, helping team members navigate platform features and resolve minor technical friction. • Assist in facilitating training sessions for new hires and drafting intuitive, step-by-step user guides for newly deployed software features. • Monitor the performance and outputs of AI utilities (e.g., Claude AI, Fathom), ensuring meeting intelligence, transcripts, and automated summaries are accurately captured and categorized. • Participate in the UAT process for new AI agents, system integrations, and software patches prior to company-wide deployment. • Achieve and maintain a 100% compliance rate for valid, active COIs across all active vendors and subcontractors. • Noticeable reduction in stale or lagging project data within Smartsheet and Salesforce. • Rapid, helpful resolution of internal "how-to" tickets and time-sensitive insurance inquiries.

🎯 Requirements

• Education: Associate’s or Bachelor’s degree in Business Administration, Information Technology, Operations, or a related field (equivalent professional experience considered). • Experience: 1–2 years of experience in a professional office environment, with a proven track record in data management, project coordination, or administrative support. • Technical Aptitude: High digital literacy with an innate ability to learn new software rapidly. You are naturally the "go-to" resource for troubleshooting everyday tech challenges. • Attention to Detail: Exceptional precision and thoroughness, specifically regarding data accuracy and the meticulous review of legal/insurance compliance documents. • Communication: Strong interpersonal skills with the ability to translate technical concepts for non-technical users and professionally negotiate compliance requests with external vendors. • Direct, hands-on experience navigating Smartsheet (including formulas and reports) or Salesforce. • A foundational understanding of NetSuite or similar enterprise resource planning (ERP) software. • Familiarity with risk management concepts, Certificates of Insurance (COIs), and general commercial insurance terminology. • Experience building basic workflows with low-code automation tools like Zapier.

🏖️ Benefits

• Join Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth. • Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field. • Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward. • Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards. • Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment. • Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.