Operations Systems & Process Documentation Specialist

TrueCare Marketing is looking for a highly organized Operations Systems & Process Documentation Specialist to help turn the way our company operates into clear, repeatable systems.

You will work directly with company leadership and department managers to understand how work is currently being completed, identify gaps or unclear steps, and turn those workflows into practical standard operating procedures (SOPs).

You will also help build and organize our company operations inside ClickUp. This includes creating the proper Spaces, Folders, Lists, tasks, templates, forms, statuses, custom fields, dashboards, automations, and recurring workflows.

This is not simply a writing position. We need someone who understands business operations, asks strong questions, and can turn incomplete or messy processes into systems that employees can follow and managers can measure.

What You Will Be Responsible For

Process Documentation and SOPs

* Meet with company leadership and team members to understand how work is currently being completed.

* Ask detailed questions to uncover missing steps, unclear ownership, bottlenecks, risks, and exceptions.

* Draft clear, step-by-step SOPs that employees can easily understand and follow.

* Create process maps, checklists, templates, and supporting documentation when needed.

* Define the owner, trigger, required steps, expected outcome, deadline, and quality standard for each process.

* Update existing SOPs when company processes change.

* Create and maintain a central SOP library with consistent formatting and version control.

* Confirm that documented processes reflect how the work should actually be performed.

ClickUp Building and Organization

* Help design and build the company's ClickUp operating system.

* Create organized Spaces, Folders, Lists, tasks, and subtasks for each department.

* Build reusable task, project, and SOP templates.

* Set up statuses, custom fields, forms, automations, recurring tasks, dependencies, and notifications.

* Build dashboards that allow leadership to monitor workload, deadlines, output, ownership, and performance.

* Translate documented SOPs into actionable ClickUp workflows.

* Make sure every recurring process has a clear owner, next action, deadline, and expected outcome.

* Clean up duplicate, outdated, or confusing ClickUp structures.

* Train team members on how to use the systems you build.

* Monitor adoption and improve workflows based on team feedback and performance.

Operational Improvement

* Identify processes that are inefficient, inconsistent, overly manual, or difficult to measure.

* Recommend practical improvements without making the process unnecessarily complicated.

* Help define roles, responsibilities, approval steps, handoffs, and accountability.

* Test new workflows before they are rolled out to the full team.

* Follow up after implementation to confirm that the process is being used correctly.

* Maintain an ongoing list of process gaps, documentation needs, and system improvements.

What Success Looks Like

You will be successful in this role when:

* Every important recurring company process has a documented SOP.

* SOPs are accurate, easy to follow, and regularly updated.

* Employees know where to find the correct process and what they are responsible for.

* ClickUp clearly shows who owns each task, what is due, and what outcome is expected.

* Managers can monitor workload, deadlines, bottlenecks, and team output through ClickUp.

* Processes are actually implemented—not just written and forgotten.

* Team members consistently use the workflows, templates, and systems that have been built.

* Leadership spends less time manually following up or explaining the same processes repeatedly.

Required Experience

* Proven experience in business operations, process improvement, project management, or operations systems.

* Experience interviewing team members and documenting operational workflows.

* Strong SOP and process-documentation experience.

* Hands-on experience building and managing ClickUp for a company or department.

* Experience creating task templates, custom fields, statuses, forms, automations, recurring workflows, and dashboards in ClickUp.

* Ability to turn incomplete information into a clear and organized process.

* Strong written English and attention to detail.

* Ability to communicate clearly with leadership and employees.

* Strong follow-through and project ownership.

* Comfortable working in a growing company where some processes are still being developed.

Preferred Experience

* Experience building operational systems for a remote company.

* Experience supporting intake, call center, BPO, legal marketing, lead generation, recruiting, finance, or performance-marketing operations.

* Experience creating process maps or workflow diagrams.

* Experience supporting multiple departments at the same time.

* Experience training employees on new systems and monitoring adoption.

* Familiarity with Google Workspace, Slack, Jotform, Loom, and similar operational tools.

You May Be a Good Fit If You

* Ask questions until you understand how the full process works.

* Notice missing steps, unclear ownership, and operational risks.

* Can simplify complicated information without leaving out important details.

* Build systems that employees will realistically use.

* Do not wait for someone to give you every step.

* Follow through from initial discovery to documentation, implementation, testing, and adoption.

* Care about accuracy, organization, accountability, and measurable results.

* Can respectfully challenge a process when you see a better way to complete it.

This Role Is Not a Fit If You

* Have only used ClickUp to manage your own personal tasks.

* Can write documents but do not have operations or workflow-building experience.

* Need every process and instruction to already be defined for you.

* Build overly complicated systems that employees cannot maintain.

* Consider a project finished once the SOP is written, even if it has not been implemented.

* Do not consistently follow up, test your work, or correct issues.