Technical Operations and Systems Coordinator

About the role

We are a U.S.-based trucking company looking for a highly organized, detail-oriented, and independent person to take ownership of our internal systems, ClickUp structure, SaaS accounts, technical onboarding, and daily technical support.

This is not just a basic support role. We need someone who can receive a task, understand the goal, research what is needed, use AI and documentation, solve the problem, document the solution, and make sure it does not create more confusion later.

We use many cloud systems across dispatch, safety, maintenance, drivers, phones, forms, documents, and internal operations. The main goal of this role is to keep everything clean, accurate, organized, and working.

Main responsibility

You will be responsible for keeping our systems, accounts, workflows, and ClickUp workspace organized and accurate.

Every task should be owned from start to finish. If something is unclear, you should investigate, ask the right questions, use AI/tools/documentation, contact vendor support if needed, and bring the issue to completion.

Current company setup

• Around 15 internal office users and growing
• Around 25 drivers and growing
• 10+ active SaaS systems
• Transitioning more processes from Google Sheets into ClickUp
• Planning to scale and grow the team
• Need better structure, documentation, automation, and system ownership

Main tools you may work with

ClickUp, Google Workspace, Gmail, Google Drive, Samsara, Fleetio, Netradyne / Driveri, DataTruck, RingCentral, ManageEngine MDM, Vaultwarden / Bitwarden, RustDesk, AWS, Ubuntu, Docker, Kasm, Jotform, QuickBooks, Zapier / Make, and AI tools.

You do not need to know every tool before starting. You do need to be able to learn new tools independently and become responsible for them.

What you will do

1. ClickUp ownership

• Build, clean up, and maintain ClickUp spaces, folders, lists, views, forms, statuses, templates, automations, and task structures
• Organize workflows so the team knows exactly what to do, where to find information, and how to follow the process
• Make sure tasks are complete, clear, assigned correctly, and not forgotten
• Maintain ClickUp Docs, SOPs, checklists, and internal instructions
• Help move processes from Google Sheets and scattered messages into structured ClickUp workflows
• Improve task structure, naming, fields, statuses, and reporting
• Keep ClickUp clean and usable, not messy or overloaded

2. Account and SaaS management

• Create, update, disable, and audit user accounts across company systems
• Manage permissions, roles, access levels, groups, and shared accounts
• Keep account structure accurate across all platforms
• Make sure every employee, dispatcher, manager, and driver has correct access
• Remove access when someone leaves the company
• Track paid subscriptions, users, licenses, and unnecessary accounts
• Help reduce software waste and duplicate tools

3. Technical onboarding

• Set up new employees and drivers with all required systems
• Prepare accounts, permissions, devices, apps, passwords, and instructions
• Configure Android tablets for drivers using ManageEngine MDM or similar tools
• Make onboarding consistent so nothing is missed
• Create onboarding checklists and improve them after every issue
• Explain tools clearly to non-technical users

4. Daily technical support

• Help office staff, dispatchers, managers, and drivers with technical issues
• Troubleshoot login problems, email problems, app issues, access issues, device problems, and basic system errors
• Use RustDesk or similar remote support tools when needed
• Contact software vendor support and follow up until the issue is solved
• Document every repeated issue and solution so the same problem is easier next time

5. Google Workspace and communication systems

• Manage Google Workspace users, groups, shared inboxes, email routing, Drive access, and basic security settings
• Support Gmail and Google Drive organization
• Set up and troubleshoot RingCentral users, phone numbers, call routing, and basic VoIP issues
• Help organize company communication and reduce confusion between tools

6. Basic technical systems support

• Basic AWS / Ubuntu / Docker support
• SSH into servers when needed
• Start, stop, restart, or check Docker containers
• Support Kasm virtual desktops
• Follow documentation and vendor guides
• Use AI tools to simplify technical tasks, but verify results before applying changes

7. Process improvement and automation

• Identify repeated manual work and suggest better workflows
• Help improve internal systems using ClickUp, forms, automations, AI tools, Zapier / Make, or simple scripts
• Build better checklists, templates, SOPs, and task flows
• Help the company become less dependent on memory, messages, and manual follow-up

What success looks like

• No missing accounts during onboarding
• No forgotten access removals during offboarding
• ClickUp is organized, clean, and useful for the team
• Tasks have clear owners, statuses, deadlines, and next steps
• Team members know where to find instructions
• Drivers and office staff get fast technical help
• Repeated issues are documented and reduced
• SaaS accounts and subscriptions are tracked
• Systems are not dependent on one person’s memory
• You take ownership without needing micromanagement

Must-have skills

• Strong attention to detail
• Strong organization and follow-up discipline
• Experience with ClickUp or similar project management tools
• Experience managing SaaS accounts, users, permissions, and access
• Experience with Google Workspace Admin
• Ability to troubleshoot technical problems independently
• Ability to learn new software using documentation, tutorials, AI, and vendor support
• Ability to write clear instructions and SOPs
• Comfortable supporting non-technical users
• Responsible and self-directed
• Written English B1+/B2
• Ukrainian or Russian preferred because many drivers are non-English speakers

Nice-to-have skills

• ManageEngine MDM or other MDM experience
• RingCentral or other VoIP system experience
• Vaultwarden / Bitwarden experience
• RustDesk, AnyDesk, TeamViewer, or similar remote support tools
• AWS EC2, Ubuntu, SSH, Docker basics
• Zapier, Make, APIs, scripts, or automation experience
• Experience in logistics, transportation, dispatch, or trucking
• Experience using AI tools for research, troubleshooting, documentation, and automation

Important working style

We are looking for someone who can work independently.

When you receive a task, we expect you to:

• Understand the goal
• Check the current setup
• Research the correct way to do it
• Use AI and documentation when helpful
• Ask clear questions only when needed
• Complete the task carefully
• Test that it works
• Document what was done
• Suggest improvements if the process is weak

You will not be micromanaged, but accuracy and results are critical.

This role is a good fit if you

• Like organizing systems and fixing messy processes
• Notice small details others miss
• Can work with many different tools
• Are comfortable learning new software
• Can use AI to move faster and solve problems
• Take ownership until the task is fully completed
• Prefer structure, documentation, and clear workflows
• Want a long-term role with room to grow

This role is not a good fit if you

• Need step-by-step instructions for every small task
• Avoid documentation
• Leave tasks half-finished
• Do not like troubleshooting simple user issues
• Only want coding tasks
• Are not comfortable working with multiple SaaS platforms
• Do not check your own work carefully

Work schedule

Full-time: 7:00 AM – 4:00 PM Central Time, with a 1-hour break.

Must be available during the main working window for urgent technical issues. Overtime, if approved, is paid at 2× rate.

Hiring process

Candidates will complete a short practical paid test related to ClickUp organization, account structure, and technical troubleshooting.

The test is paid hourly.

Additional notes

• Long-term cooperation preferred
• Employee activity tracking is used
• Employment history may be verified
• We value accuracy, ownership, and consistency more than theory
• This role can grow into Systems Administrator, IT Operations Manager, Automation Specialist, or Internal Systems Owner

Application questions

Please answer briefly:

1. What ClickUp experience do you have? What did you build or manage there?
2. What SaaS platforms have you administered before?
3. What Google Workspace Admin experience do you have?
4. Have you managed user accounts, permissions, and onboarding/offboarding before?
5. What remote support tools have you used?
6. Do you have experience with MDM, Android tablets, or device management?
7. What is your experience with Linux, Ubuntu, AWS, or Docker?
8. How do you usually use AI tools in your work?
9. Are you comfortable documenting every process and repeated issue?
10. What is your availability in U.S. Central Time?
11. What monthly compensation are you looking for?