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Business Systems Manager

A unique opportunity to be a part of a professional services firm focused on values driven clients, where even high-level staff have work-life balance all year round.

ABOUT KEY FIGURES:

Key Figures is a worker-owned and operated cooperative staffed by a team of skilled professionals, growing at a deliberate pace. As part of our commitment to internal equity and work-life balance, all staff are paid hourly regardless of title, and overtime is rarely necessary. Together, we strive to provide high-quality services for our clients, and sustainable, rewarding, long-term careers for our staff. Key Figures works remotely with small and medium sized cooperative businesses and non-profits across the United States, providing bookkeeping, tax preparation, and financial management expertise. Key Figures provides a unique opportunity to establish a fulfilling career, to be part of shaping and growing a company, and to become an owner in that company if you would like to. Folks with an independent spirit who love being part of a team will be a great fit.

In our most recent staff survey 100% of Key Figures’ staff indicated they want to still be working here in five years.

ROLE SUMMARY

As our Business Systems Manager, you will serve as the owner and point person for all Key Figures’ business systems. Your role will focus on the smooth operation and optimization of business systems and processes to improve staff and client experience, facilitate growth, and drive progress toward our strategic goals. You will take lead on system improvements, enable automation and ensure platforms support operational efficiency, data integration, and information security.

Beyond system and process improvements, the Business Systems Manager also takes lead on new systems implementations, coordinating with internal stakeholders and external technical partners, and will be a key architect of our strategic roadmap for business systems development.

The business systems in place that you will be managing are focused on the Zoho One suite, specifically CRM, Projects, Analytics, Desk, Cliq, and auxiliary applications. Other core applications include Gmail/Google Work, TaxDome, Quickbooks Online, and Phone.com. New implementations on the current roadmap that you will lead include a unified client portal using Zportals, Zoho Learn, automation of our redesigned potential client discovery and new client onboarding processes, overhaul of our CRM systems to accommodate cross-department engagements, and supporting our service teams in implementing the Knowledge Base in Zoho Desk. You will lead a process to identify and implement a more robust telephony/SMS solution, and will play a critical role in developing AI use policies and implementation plans as part of a collaborative project to responsibly and meaningfully address the ethical, information security, and practical implications of AI tools in our business.

This is a strategic and hands on role requiring capability in process design, low code technical implementation, project management, documentation, and stakeholder engagement.

WHAT YOU’LL DO

Systems Ownership & Data Management

Responsible for smooth functioning of core business systems, processes, and integrations.
Develop and maintain process maps and technical documentation.
Monitor integrations and overall systems functionality.
Coordinate with outside partners for maintenance and troubleshooting that requires coding and more technical expertise.
Develop processes to ensure client, engagement, and project data is regularly verified and updated.
Identify system and process improvements to support and increase data integrity.

Process Improvements & New Systems Implementation

Understand current business processes, systems and workflows; identify areas for improvement and optimization.
Lead projects to improve current systems and implement new ones.
Build new and update existing workflow documentation for new implementations and process changes.
Engage key internal stakeholders and collaborate with technical consultants to design systems and process improvements that reduce friction and improve outcomes for staff and clients.
Articulate and communicate business requirements and technical requirements for implementation.
Project Management, including monitoring timelines, budgets, and scope; general responsibility for moving forward projects related to business systems.
Conduct system testing and quality assurance to ensure systems meet business requirements.

Change Management & Team Support

Develop, improve, and maintain practical guidance for end users (SOPs) for all business systems.
Provide technical support to co-workers as needed.
Design and support training for end-users on new systems and processes.
Plan and support roll-out of new systems with external audiences (clients & prospects) where applicable.
Foster a culture of data literacy and system confidence across the organization

WHAT TO BRING

Ability to produce high quality work with exceptional attention to detail
Able to think strategically and big picture while remaining hands-on
Self-motivated and willing to take initiative in solving problems and learning new skills
Capable of working independently with minimal oversight
Ability to work cooperatively with others and value other staff’s contributions
Strong organization and follow-up skills including the ability to handle competing priorities and meet all deadlines and commitments
Excellent verbal and written communication skills, especially technical writing
Ability to identify sensitive or timely issues and facilitate communications in a proactive manner
Tech savvy and adept at working in a remote, paperless environment

Minimum Qualifications:

Minimum of 2 years’ experience in a position with substantial responsibility for business systems and processes.
Experience developing or improving systems workflows
Experience managing major cloud-based business tools, such as CRMs, Project Management Systems, ERP, and/or BI platforms.
Background in providing business solutions in low-code platforms (Zoho, Salesforce, PowerApps), including automations and integrations.
Understanding of data access controls, confidentiality requirements, and information security best practices when working with sensitive or proprietary data.
Basic understanding of Sales, Marketing, and Service Delivery processes and best practices

Preferred Qualifications:

Experience in process architecture, gathering, and documenting business requirements
Knowledge of business process improvement frameworks (e.g., Lean, Six Sigma, Kaizen)
Experience leading implementation of new business tools or processes, managing organizational change efforts
Experience managing and implementing Zoho platforms
Understanding of REST API
Project Management training and/or experience
Experience working in a fully remote position

WHAT YOU GET

Fully remote 35-40 hour work week with significant flexibility and ability to set your own schedule, though substantial availability during normal business hours and responsiveness to colleagues is a must. Opportunity to work as part of a supportive team, in a company invested in participatory management, professional growth, and work-life balance.

Compensation:

$35-$43/hr depending on experience and other qualifications

Benefits: