Operations Systems Analyst (Process, Tooling & Compliance)

We're a Canadian real-estate development company. Our team is remote and mostly in the Philippines — architects, project managers, an automation developer, admin. We design and build multi-unit residential buildings, and we're moving from small projects to considerably larger ones.

**The honest problem.** Three weeks ago we wrote a thirty-page operations manual — how a task gets defined, how work gets handed over, how decisions get made, how files get named. It is genuinely good. Almost nobody is following it yet.

We have Slack, ClickUp, JobTread, Google Workspace and a full AI stack. And information still lives in DMs, in people's heads, and in whichever tool someone happened to open. Tasks exist without deadlines. Files exist in three places. Two people absorb everything that nobody routed anywhere, and those two people are the bottleneck for the whole company.

We don't need more software. We've built plenty. We need one person whose entire job is making the standard real.

**What you'll own**

1. The system of record. ClickUp and JobTread reflecting what is actually happening — not what someone meant to update three days ago.

2. Compliance with the standard. Checking that work is registered, planned, traced and closed the way the manual says. Chasing the people who didn't. And doing it yourself when chasing fails — because a record that isn't there is worse than one that's late.

3. Records and file discipline. One home per project. Version control that survives a drawing revision. Naming that means a file can be found by someone who wasn't in the conversation.

4. The friction loop. When someone bypasses the system, your first question is not why did they do that — it's what made the right way expensive? Then you fix that, and the standard sticks.

5. The weekly picture. Our founders currently have no reliable view of what's in flight. You build it and you keep it true.

**What is not yours**

Managing people — that's our admin manager. Running projects — that's our project managers. Building the software — that's our developer. You own the system, the records, and whether the standard is actually being kept.

**Who fits**

You probably joined a Western company remotely as a coordinator, assistant or analyst — and ended up building how the company worked, because nobody else was going to. You were handed a tool nobody wanted to own. You watched people ignore it and keep working in email. And you figured out that the fix was never reminders — it was making the right way easier than the workaround.

That path matters more to us than any credential. If you also have ISO 9001 / QMS document control, or BPO quality assurance or workforce management behind you, say so early — both build exactly the discipline this needs.

You are comfortable telling a senior person that their meeting has no agenda, or that their task has no deadline, and doing it in a way that doesn't make an enemy. That specific social skill is most of the job.

You're fluent with AI tools, or you'll be fluent within a fortnight. We use Claude daily and we'll pay for whatever you need.

**Who doesn't**

If your PMO experience is from a large company where you had a mandate, a budget and a governance committee, this will frustrate you — here you'll have a manual, a Chief of Staff who backs you, and no committee at all.

If you're a systems administrator who configures beautifully and never chases a human, the configuration is the easy half.

And if your answer to non-compliance is "I would remind them," this isn't the role.

**Hours**

You work with the team, so you're on the team's hours, which we are actively shifting toward PHP day time, right now it goes to about 3am.

**Pay**

Tell us your number and why.

**To apply**

Put PLUMBLINE as the first word of your application. Then three answers. Specifics win.

1. The diagnosis. Here is a real situation. A company has four Slack channels for one project, two of them dormant. Their project tool has thirty open tasks; eleven have no deadline and six have no owner. The current drawing set exists in three folders with names like final_v2_REVISED.pdf. Two people answer every question because everyone asks them directly. What's actually wrong here, ranked by what you'd fix first — and why that one first?

2. The rollout that failed. Tell us about a system, tool or process you put in place that people didn't use. What broke, what you changed, and did it work the second time? Screenshots beat descriptions.

3. The enforcement problem. You've set a standard and half the team is quietly ignoring it. Walk us through your first week of dealing with that.

Shortlisted candidates get a 30-minute call, then a paid trial: two days inside our actual systems, producing one real weekly report.