operations systems specialist

DCCCA

Family Preservation Services (FPS) provides intensive in-home services and case management services to families who have one or more children at risk of out-of-home placement or who will be at risk of out-of-home placement at birth.Job SummaryThe FPS Operations and Systems Specialist performs data-related tasks including entry of client-related data into the case management software system.Essential Functions&middot; Reviews and submits encounter data and other program paperwork to designated sources as required&middot; Assists Performance Improvement/Quality Assurance (PI/QA) program leadership in developing and maintaining statistical and written documentation of services&middot; Coordinates with other regions regarding data requirements&middot; Coordinates State and eReach requirements&middot; Conducts monthly audits of contractually required and evidence-based practice data&middot; Maintains responsibility for data collection, client tracking and audit preparation&middot; Assists PI/QA on data related matters&middot; Provides technical assistance with system software&middot; Enters data into the eReach system&middot; Responds to inquiries from the Department of Children and Families (DCF) as needed&middot; Consults routinely with other regional Operations and Systems Specialists&middot; Prepares and uploads DCCCA files in compliance with DCF requirements&middot; Uploads court reports for staff in compliance with state and county requirements&middot; Assists other FPS staff with clerical work and/or eReach document uploads&middot; Sends eReach weekly mileage logs to FPS staff and supervisors&middot; Collects data and completes weekly RMTS report for DCF&middot; Coordinates and processes all referrals for the FPS/FFPSA programs&middot; Other duties as assignedEducation, Experience, and Licensure&middot; Requires a high school diploma or equivalent; a bachelor&rsquo;s degree is preferred&middot; Requires at least one year of relevant job experience&middot; Must possess a valid state Driver&rsquo;s License, in force automobile liability insurance, and maintain a Motor Vehicle Record (MVR) that meets organization&rsquo;s insurability standard as defined by DCCCA policy. Availability of reliable transportation is required for this position.EOEJob Type: Full-timePay: $17.12 - $20.12 per hourBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Employee assistance program</li><li>Flexible spending account</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Parental leave</li><li>Professional development assistance</li><li>Retirement plan</li><li>Tuition reimbursement</li><li>Vision insurance</li></ul>Schedule:<ul><li>8 hour shift</li></ul>Experience:<ul><li>data entry: 1 year (Required)</li></ul>Work Location: In person

Operations/Systems Specialist (Data Entry)

SparkleMafia

Location: Poulsbo, WA (hybrid/remote-friendly option for the right candidate)OverviewAt SparkleMafia Professional Cleaning, we deliver premium, eco-conscious cleaning services across the Kitsap Peninsula while embracing smart technology to scale efficiently and deliver exceptional client experiences. We&rsquo;re seeking a proactive, tech-savvy, and warmly professional Operations &amp; AI Systems Specialist to support daily operations and drive our AI transformation.This hybrid role combines traditional executive assistance (taking calls, crafting estimates, scheduling cleanings, and keeping the business running smoothly) with hands-on technical expertise in AI agents, automation, information systems, bookkeeping, and reporting. You&rsquo;ll be the key person who frees up the owner&rsquo;s time by automating repetitive tasks while helping us implement the AI-powered lead flow we&rsquo;ve designed&mdash;turning more leads into booked appointments with less manual effort.If you love blending warm client service with no-code automation, AI tools, and data-driven insights&mdash;and you thrive in a fast-paced, values-driven small business&mdash;this is your opportunity to make a real impact on both operations and growth.ResponsibilitiesDaily Operations Support<ul><li>Handle inbound client calls, texts, and emails with a friendly, professional demeanor using Nextiva; qualify leads, prepare estimates, and schedule cleanings in ZenMaid.</li><li>Manage team schedules, and cleaning routes while proactively resolving scheduling conflicts.</li><li>Maintain client records, and accurate data entry for payroll (Gusto) and job tracking.</li><li>Assist with team events and internal communications to keep morale high.</li></ul>AI &amp; Automation Leadership<ul><li>Design, build, test, and maintain AI agents and automation workflows (using platforms like Zapier/Make, QuoteIQ, voice AI tools, and custom chatbots) to handle new-lead qualification, instant AI-generated estimates, 24/7 follow-up sequences, virtual walk-throughs, and client nurturing.</li><li>Manage and optimize our information systems: CRM, booking software (ZenMaid), website forms, and all integrations to ensure seamless data flow and minimal manual work.</li><li>Continuously improve automation rules so that 80-90% of routine lead interactions happen without human intervention while maintaining our signature warm SparkleMafia touch.</li></ul>Bookkeeping, Reporting &amp; Project Management<ul><li>Assist in day-to-day bookkeeping and reconciliation in Wave Accounting (or QuickBooks); prepare monthly financial reports, job-costing summaries, and profitability analyses.</li><li>Create clear operational dashboards and reports (lead conversion rates, booking trends, AI performance metrics, revenue forecasts) using Excel, Google Data Studio/Looker Studio, or ClickUp dashboards.</li><li>Lead small-to-medium projects in ClickUp (or similar project management software), tracking AI implementation milestones, SOP updates, and process improvements with clear timelines and accountability.</li></ul>General<ul><li>Document and refine SOPs as we evolve with new AI tools.</li><li>Proactively identify bottlenecks and propose technology solutions that save time and increase confirmed appointments.</li><li>Provide occasional in-office support while working primarily in a flexible, results-focused environment.</li></ul>QualificationsRequired<ul><li>2+ years of administrative or operations experience in a service-based business (cleaning, home services, or similar is a strong plus).</li><li>Proven ability to take client calls, write estimates, and manage scheduling with excellent phone and written communication skills.</li><li>Hands-on experience setting up and managing AI agents, chatbots, or voice AI (examples: Voiceflow, Phonely, newo.ai, QuoteIQ, or similar).</li><li>Strong proficiency with automation platforms (Zapier or Make.com) and no-code tools.</li><li>Bookkeeping experience and comfort with Wave Accounting, Gusto, and Excel/Google Sheets for reporting.</li><li>Intermediate-to-advanced skills in project management software (ClickUp, Asana, Monday.com, or equivalent).</li><li>Excellent organizational, multitasking, and problem-solving abilities with a warm, approachable personality.</li></ul>Preferred / Big Plus<ul><li>Familiarity with cleaning-industry software (ZenMaid, ServiceTitan, Housecall Pro, etc.).</li><li>Experience preparing financial or operational reports for small business owners.</li><li>Basic understanding of information systems, databases, or CRM architecture.</li><li>Interest in or experience with AI prompt engineering and workflow optimization.</li><li>Event planning or team coordination experience.</li></ul>Why Join SparkleMafia?You won&rsquo;t just answer phones and file paperwork&mdash;you&rsquo;ll be the architect of our AI-powered operations, dramatically reducing manual work while helping us book more jobs and grow sustainably. You&rsquo;ll work directly with the owner on high-impact projects, gain cutting-edge experience with AI in the service industry, and be part of a fun, eco-conscious team that genuinely cares about its people and community. Competitive pay, flexible hours, and real ownership over the systems that drive our success.Job Type: Full-timePay: $55,000.00 - $65,000.00 per yearBenefits:<ul><li>Health insurance</li><li>Paid time off</li><li>Referral program</li></ul>Work Location: Hybrid remote in Poulsbo, WA 98370

Operations & AI Systems Specialist

Central Valley Gender Health & Wellness

Job DescriptionPay: $55.00 &ndash; $70.00 per hour (DOE)Position Title Nonprofit Finance &amp; Operations Systems Specialist Part-Time | Contract | RemoteJob DescriptionCentral Valley Gender Health &amp; Wellness (CVGHW) is a growing community-rooted nonprofit based in Stockton, California, advancing health equity through HIV prevention, overdose prevention, transgender health services, and youth wellness programming. Our work centers dignity, access, and culturally responsive care for underserved communities across the Central Valley.As CVGHW continues to expand its programs and organizational capacity, we are seeking an experienced nonprofit finance professional to help strengthen and formalize our financial and administrative systems.This role is ideal for someone with strong nonprofit accounting experience who can support financial recordkeeping, grant tracking, payroll documentation, and basic HR compliance systems while helping ensure our operational infrastructure remains organized, reliable, and scalable as the organization grows.This is a flexible, remote contractor role suited for an experienced professional who can work independently and collaborate with leadership to maintain strong financial and operational practices.KEY RESPONSIBILITIESFinancial &amp; Bookkeeping Systems<ul><li>Maintain and update financial records in QuickBooks Online</li><li>Perform monthly bank and credit card reconciliations</li><li>Track expenses by grant and funding source</li><li>Maintain clear coding structures for grants and program funding</li><li>Prepare monthly financial summaries for the Executive Director</li><li>Identify and flag unusual, missing, or uncoded transactions</li><li>Support financial documentation for audits and grant reporting</li></ul>Payroll Systems Support<ul><li>Review payroll reports for accuracy prior to processing</li><li>Maintain payroll documentation and reporting records</li><li>Support payroll record organization and tracking</li><li>Assist with year-end payroll documentation as needed</li></ul>HR Administrative Systems Support (Light)<ul><li>Maintain personnel files and onboarding records</li><li>Track completion of required employment forms (I-9, W-4, W-9)</li><li>Support onboarding and offboarding checklist management</li><li>Maintain basic HR compliance documentation systems</li></ul>MINIMUM QUALIFICATIONS<ul><li>3+ years nonprofit bookkeeping or nonprofit finance experience</li><li>Strong proficiency in QuickBooks Online (required)</li><li>Experience tracking expenses by grant or funding source</li><li>Familiarity with payroll systems (Gusto, OnPay, ADP, or similar)</li><li>High attention to detail and strong organizational skills</li><li>Ability to work independently and meet monthly deadlines</li></ul>PREFERRED QUALIFICATIONS<ul><li>Experience supporting small or growing nonprofits</li><li>Experience helping organizations strengthen financial or operational systems</li><li>Experience with California-based nonprofits</li><li>Prior fractional or contract bookkeeping experience</li><li>Familiarity with public health, nonprofit health services, or Medi-Cal programs (a plus)</li></ul>COMPENSATION &amp; SCHEDULE<ul><li>$55&ndash;$70 per hour (DOE)</li><li>Up to 10 hours per month</li><li>Fully remote, flexible schedule</li><li>Independent contractor position</li></ul>Applications will be reviewed on a rolling basis.To apply, please submit your resume, hourly rate, and a brief description of your nonprofit bookkeeping experience.Job Types: Part-time, ContractWork Location: RemotePay: $55.00 - $70.00 per hourWork Location: Remote

Nonprofit Finance & Operations Systems

Ultahost, inc

<div><div>About UltaHost:</div><div>
Ultahost is a rapidly growing global web hosting and infrastructure provider, delivering high-performance hosting solutions including Dedicated Servers, VPS Hosting, Cloud Infrastructure, and Managed Hosting services.</div><div>
As our infrastructure continues to scale, we are looking for a Dedicated Hosting Operations Specialist to help manage the procurement, provisioning, and operational management of dedicated server hardware across our global data center network.</div><div>
</div><div>Job Overview</div><div>
The Dedicated Hosting Operations Specialist will be responsible for managing the end-to-end lifecycle of dedicated server infrastructure, including server procurement, vendor coordination, hardware inventory management, and provisioning processes.</div><div>
This role plays a critical part in ensuring that dedicated hosting resources are available, scalable, and efficiently deployed to support our growing customer base.</div><div></div><div> 
Key Responsibilities</div><ul><li>
Manage dedicated server procurement from hardware vendors and global data center providers</li><li>
Coordinate server purchasing, vendor communication, and hardware sourcing</li><li>
Oversee server inventory management and hardware resource allocation</li><li>
Ensure efficient server provisioning and deployment for dedicated hosting customers</li><li>
Work closely with infrastructure and operations teams to maintain high availability of dedicated hosting resources</li><li>
Monitor hardware capacity planning and forecast server demand</li><li>
Maintain documentation for server hardware, configurations, and procurement records</li><li>
Track vendor performance, delivery timelines, and pricing optimization</li><li>
Support improvements to internal processes related to server provisioning and infrastructure operations</li></ul><div>
Required Qualifications</div><ul><li>
Experience in web hosting, data center operations, infrastructure operations, or server procurement</li><li>
Understanding of dedicated server infrastructure and hosting environments</li><li>
Familiarity with server hardware components (CPU, RAM, storage, RAID, networking)</li><li>
Strong organizational and operational management skills</li><li>
Ability to coordinate with vendors, suppliers, and technical teams</li><li>
Experience with inventory management or asset tracking systems</li><li>
Strong communication and problem-solving skills</li><li>
Professional working proficiency in English</li></ul><div>
Preferred Qualifications</div><ul><li>
Experience working in a web hosting, cloud infrastructure, or data center environment</li><li>
Familiarity with server operating systems such as Linux (Ubuntu, CentOS, AlmaLinux, Debian) and Windows Server</li><li>
Experience with hosting control panels such as cPanel/WHM, Plesk, DirectAdmin, or similar platforms</li><li>
Understanding of dedicated server provisioning and lifecycle management</li><li>
Knowledge of server hardware configuration and troubleshooting (CPU, RAM, SSD/NVMe storage, RAID, networking)</li><li>
Experience with remote server management tools such as IPMI, iDRAC, iLO, or KVM over IP</li><li>
Familiarity with data center operations and rack infrastructure (switches, cabling, power management)</li><li>
Basic understanding of networking concepts (IP management, VLANs, routing, bandwidth allocation)</li><li>
Experience working with automation or provisioning systems used in hosting environments is a plus</li><li>
Knowledge of infrastructure monitoring or asset management tools</li></ul></div><div></div>

Dedicated Hosting Operations Specialist

Qiddiya | القدية

<div>
 Qiddiya Investment Company is looking for a dedicated Specialist - Workplace Operations to join our team. In this role, you will be responsible for overseeing the day-to-day operations of workplace environments, ensuring they run smoothly and efficiently. Your focus will be on enhancing employee experience through effective management and continuous improvement of workplace services.
 
 
 
 Key Responsibilities
 
 
 
 <ul>
 <li>
 Oversee daily building operations, including soft &amp; hard FM services
 </li>
 <li>
 Supervise contractors and maintenance teams to ensure service quality and SLA compliance
 </li>
 <li>
 Ensure full compliance with HSE, fire life safety, and statutory requirements
 </li>
 <li>
 Lead building inspections and monitor preventive &amp; corrective maintenance plans
 </li>
 <li>
 Coordinate building handover from projects and ensure smooth transition to operations
 </li>
 <li>
 Ensure operational readiness of all building systems (MEP, HVAC, utilities, access control)
 
 
 </li>
 </ul>
 
 Requirements
 
 
 
 <ul>
 <li>
 Bachelor's degree in engineering (Mechanical / Electrical / Civil or Building Services) or related field
 </li>
 <li>
 4 years of experience in workplace operations, facilities management, or a related area
 </li>
 <li>
 Proven experience in building operations and facilities maintenance management
 </li>
 <li>
 Excellent communication and interpersonal skills for effective collaboration
 </li>
 <li>
 Strong knowledge of MEP systems, preventive maintenance planning, and asset lifecycle management
 </li>
 <li>
 Understanding of FM contracts, vendor management, and regulatory compliance
 </li>
 </ul>
</div>

Specialist - Workplace Operations

Qiddiya Investment Company

<div>Qiddiya Investment Company is looking for a dedicated Specialist - Workplace Operations to join our team. In this role, you will be responsible for overseeing the day-to-day operations of workplace environments, ensuring they run smoothly and efficiently. Your focus will be on enhancing employee experience through effective management and continuous improvement of workplace services.
Key Responsibilities<ul><li>Oversee daily building operations, including soft &amp; hard FM services</li><li>Supervise contractors and maintenance teams to ensure service quality and SLA compliance</li><li>Ensure full compliance with HSE, fire life safety, and statutory requirements</li><li>Lead building inspections and monitor preventive &amp; corrective maintenance plans</li><li>Coordinate building handover from projects and ensure smooth transition to operations</li><li>Ensure operational readiness of all building systems (MEP, HVAC, utilities, access control)</li></ul> 
Requirements 
<ul><li>
Bachelor's degree in engineering (Mechanical / Electrical / Civil or Building Services) or related field.</li><li>
4 years of experience in workplace operations, facilities management, or a related area.</li><li>
Proven experience in building operations and facilities maintenance management.</li><li>
Excellent communication and interpersonal skills for effective collaboration.</li><li>
Strong knowledge of MEP systems, preventive maintenance planning, and asset lifecycle management.</li><li>
Understanding of FM contracts, vendor management, and regulatory compliance</li></ul></div>

Lutheran Services Florida

<div>Lutheran Services Florida (LSF) envisions a world where children are safe, families are strong, and communities are vibrant.

LSF is seeking a talented Operations Specialist who wants to make an impact in the lives of others.

Purpose and Impact:

The Operations Specialist is a child welfare professional with related experience in case reviews, staffing facilitation, training, and case management operations. This position is responsible for providing guidance and support to case management teams.

Essential Functions:
<ul>
<li>Maintains effective mechanisms to promote timely problem identification and resolution to assure quality services are delivered in an effective and efficient manner</li>
<li>Assure compliance regarding current federal, state, and local laws, contracts, accreditation standards, and policies and procedures</li>
<li>Apply critical thinking to create strategies and interventions resulting in measurable increased performance metrics.</li>
<li>Provide effective support and technical assistance to Case Management teams to meet performance and strategic objectives</li>
<li>Create reports and recommendations based on analytical findings, performance outcomes, reporting requirements, etc.</li>
<li>As requested, respond to the data and project management needs of the Program Director, Assistant Program Directors, Permanency Director, and Case Management Supervisors</li>
<li>Leads the tracking of critical operational, contractual, and statutory compliance requirements. Develops and monitors manual and automated tracking systems associated with operational and contract requirements in collaboration with other data management and technology services</li>
<li>Provides mentorship, guidance, and coaching to pre-service trainees and provisional case managers in preparation for successful child welfare certification.</li>
<li>Assist in analyzing outcome data and preparation of reports for submission to the Management team and community groups as necessary.</li>
<li>Provide technical assistance and support for the preparation and results of external monitorings (ie., Department of Children and Families, Medicaid, ASFA, Title IV-E, etc.)</li>
</ul>
Other Functions:
<ul>
<li>Participate in training and development activities as required.</li>
<li>Participate on local and statewide teams related to position responsibilities</li>
<li>Perform other duties as assigned.</li>
</ul>
Physical Requirements:
<ul>
<li>Must have high level of energy, be adaptable to irregular hours and travel as needed.</li>
<li>Ability to sit at desk for long periods of time and tolerate extended periods of data entry.</li>
</ul>
Education:

Bachelor&rsquo;s degree from an accredited university in the areas of psychology, social work, or related human service field required. Master&rsquo;s Degree preferred; Child Welfare Certification preferred.

Experience:

Minimum of three years of Florida child welfare experience is required as well as experience working in Florida Safe Families Network (FSFN) Integrated Child Welfare Information System. Supervisory experience preferred.

Skills:

Possess knowledge of statutes, contract terms, data analysis, and performance standards. Ability to analyze data and trends, apply that information to accepted standards, and create written reports and presentations. Must be detail-oriented, with excellent verbal and written communication skills. Computer experience in a Windows environment, Microsoft Office (Excel, WORD, POWERPOINT), ability to learn and utilize other software programs (such as FSFN and CoBRIS). Ability to apply data tables to charts, trend reports, and other data analysis tracking systems.

Other:
<ul>
<li>Must demonstrate sensitivity to our service population&rsquo;s cultural and socioeconomic characteristics and needs.</li>
<li>Must maintain an appropriate and valid state driver&rsquo;s license and meet state criminal background check requirements.</li>
</ul>
Why work for LSF?

LSF offers 60 programs across the state of Florida serving a wide range of populations in need. Mission Driven staff members become part of the LSF community while transforming the lives of those in need. Our staff additionally find growth opportunities as they explore areas of interest within the organization.

Amazing benefits package including:
<ul>
<li>Medical, Dental and Vision</li>
<li>Telehealth (24/7 online access to Doctors)</li>
<li>Employee Assistance Program (EAP)</li>
<li>Employer paid life insurance (1X salary)</li>
<li>13 paid holidays + 1 floating holiday</li>
<li>Generous PTO policy (starting at 16 working days a year)
<ul><li>Note: Head Start employees paid time off and holiday schedule may differ</li>
</ul></li><li>403(b) Retirement plan with 3% discretionary employer match OR 3% student loan repayment reimbursement</li>
<li>Tuition reimbursement</li>
</ul>
LSF is proud to be an equal opportunity employer.

Lutheran Services Florida is mandated to perform background screenings for employment in accordance with the Florida Care Provider Background Screening Clearinghouse as outlined in Section 435.12, Florida Statutes. Additionally, pursuant to House Bill 531 (2025), Lutheran Services Florida must ensure that all job vacancy postings and advertisements include a clear and conspicuous link to the AHCA Clearinghouse website and its requirements. For more information on background screening requirements please visit: https://info.flclearinghouse.com</div>

Operations Specialist (7648)

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Operations Specialist (7648)