Operations Specialist (20-Hour PTE, Growth-Track Role)
Overview
CellaNova Technologies builds agentic AI solutions that help service-based teams automate workflows, reduce admin load, and accelerate decision-making.
We’re seeking a tech-fluent Operations Specialist to help architect and maintain the systems that keep CellaNova running efficiently — starting with our CRM, internal automations, and operational documentation.
This part-time (20 hours/week) role supports the COO/CMO and CTO in standing up core systems and documenting operational processes. The ideal candidate will grow into a long-term Operations Manager responsible for the cycles and systems that power our delivery and growth.
Phase 1 (0–6 Months): Setup, Documentation & Foundation (20 Hours/Week)
Primary Focus: Establish a clear operational backbone. You’ll help implement and organize CellaNova’s CRM and related workflows, ensuring that data, documentation, and automations form a solid base for scaling.
Key Responsibilities
CRM Implementation & Maintenance
Lead the setup and configuration of CellaNova’s CRM.
Define data architecture for leads, clients, projects, and partners.
Build and test light automations and integrations between CRM, Google Workspace, and n8n.
Establish hygiene standards, field naming conventions, and tagging systems.
Documentation & SOPs
Document key operational processes (intake → delivery → reporting).
Create job requirements for Technical Account Manager.
Build and maintain a centralized internal knowledge base (Notion or similar).
Create process checklists, simple flow diagrams, and version control for updates.
Light Reporting & Communication Support
Generate monthly summaries on pipeline and delivery status.
Support COO/CTO with meeting prep and system status updates.
Success Metrics (Phase 1):
CRM fully implemented and in regular use by all stakeholders.
Clear SOPs and documentation for core workflows.
Basic dashboards and hygiene standards established.
Phase 2 (6 Months +): Expanded Operations Leadership (Potential Full-Time Transition)
Primary Focus: Scale, optimize, and own recurring operational cycles.
Once systems are in place, this role expands to manage ongoing operational rhythms, data visibility, and process improvement across teams.
Expanded Responsibilities
Operational Cycles & Reporting
Lead recurring reviews for sales pipeline, client onboarding, and project delivery.
Build reporting dashboards and quarterly summaries for leadership.
Maintain accountability systems (e.g., EOS or OKR cadence).
Cross-Team Coordination & QA
Coordinate with the Development team on automation updates and product launches.
Oversee permission management and workflow alignment across Google Workspace and AWS Identity Center.
Facilitate smooth handoffs between product delivery and client support cycles.
Continuous Improvement
Identify process gaps and propose system enhancements.
Train team members on new tools or automations.
Support partner and sales rep onboarding using established playbooks.
Success Metrics (Phase 2):
Predictable operational rhythm established.
KPI dashboards and reporting cycles running autonomously.
Scalable CRM and automation infrastructure maintained with minimal friction.
Skills & Qualifications
Required
3–5 years of experience in operations, CRM administration, or business systems management, preferably in SaaS, consulting, or startup environments.
Proven ability to implement and maintain CRM systems (HubSpot, Pipedrive, Airtable, or Notion).
Strong documentation, organization, and communication skills.
Comfort with automation tools, APIs, and integrations.
Preferred
Familiarity with n8n, Zapier, or similar automation platforms.
Understanding of AWS Amplify, S3, Supabase, OpenAI API, LangChain, or CrewAI.
Experience designing operational rhythms (OKRs, EOS, or KPI dashboards).
Basic Markdown, HTML, or GitHub documentation skills.
Compensation & Growth Path
Phase 1: 20-hour PTE Contractor (Flexible Schedule)
Phase 2: Option to expand into 30–40 hours/week or convert to full-time Operations Manager
Compensation: $30–$45/hr depending on experience
Reports to: COO/CMO (Calley Wright), dotted-line to CEO/CTO (Geoff Cella)
Who You Are
You’re a builder of systems and rhythms who thrives on creating clarity from complexity. You love connecting operational structure with technical execution and documenting everything along the way. You’re curious about technology, fluent in modern tools, and excited to help shape how a fast-growing AI company scales — turning startup momentum into repeatable, efficient structure.
How to Apply
To apply, please send your resume (PDF preferred) and short written responses to the questions below to cnt_opsspecialist_applicant@cellanovatech.com with the subject line: Operations Specialist Application – [Your Name]
In your email, please include responses (2–4 sentences each) to the following:
System Building:
Tell us about a process, system, or automation you’ve built that made your team’s work run more efficiently. What tools did you use?Documentation & Organization:
Describe how you approach documenting new processes or organizing shared knowledge for a growing team.Tech Curiosity:
What’s one tool, platform, or automation you’ve recently explored or want to learn more about — and why?
Note: Applications will be reviewed on a rolling basis. Shortlisted candidates will be invited for a 30-minute virtual interview with the COO and CTO.
