Smarten Transport Inc

Operations & Systems Coordinator (ClickUp / SaaS / Technical Onboarding)
Remote | Full-Time | U.S. Company (Trucking & Logistics)

About the Role

We are a U.S.-based trucking company looking for a highly organized and detail-oriented Operations & Systems Coordinator to take ownership of our internal systems, accounts, and workflows.

This role focuses on technical onboarding, system organization, and daily operational support across multiple SaaS platforms, while ensuring structure, consistency, and accuracy across the company.

What You’ll Do

1. Account & Systems Management

• Create and manage user accounts across 10+ platforms (ClickUp, Samsara, Netradyne, Fleetio, DataTruck, RingCentral, Google Workspace, etc.)
• Maintain permissions, access levels, and account structure for all team members
• Ensure accuracy across 100+ accounts and configurations

2. Technical Onboarding & Support

• Set up new employees and drivers with all required tools and accounts
• Provide clear, simple guidance on how to use systems
• Assist team members and drivers with technical issues
• Troubleshoot issues and escalate to vendor support when needed

3. Workflow & Process Organization

• Build and maintain workflows, templates, and task structures in ClickUp
• Ensure all processes are followed consistently
• Maintain high attention to detail — nothing should be missed

4. Tools & Optimization

• Learn new software independently (documentation, tutorials, help centers)
• Suggest improvements and replacements for tools when appropriate
• Support small system improvements and implementations

5. Subscription & Budget Tracking

• Track paid tools and subscriptions
• Ensure proper usage and cost efficiency

Ownership & Responsibility

• Own internal system organization and structure
• Take responsibility for keeping all tools and workflows clean, accurate, and consistent
• Support team members and drivers in technical onboarding and troubleshooting
• Contribute to improving processes and reducing operational chaos

Success in This Role

• Zero missing or misconfigured accounts
• Structured and consistent onboarding for every employee
• Clear, organized workflows across the entire team
• No confusion in system usage or access

Current Setup

• ~15 internal office users (growing)
• ~25 drivers (growing)
• 10+ systems in use
• Transitioning from Google Sheets to ClickUp
• Planning to scale (2× growth this year)

Requirements

• Strong organizational skills and attention to detail
• Experience with ClickUp or similar project management tools
• Ability to learn software independently (no step-by-step guidance)
• Basic technical troubleshooting skills
• Experience with SaaS tools, CRM systems, or internal operations
• High discipline, accountability, and ownership mindset

Language:

• Ukrainian or Russian preferred (many drivers are non-English speakers)
• OR strong ability to use live translation tools effectively

Work Schedule

• Full-time: 7:00 AM – 4:00 PM (Central Time), 1-hour break
• Must be available between 7:00 AM – 5:00 PM for urgent needs
• Overtime paid at 2× rate

Hiring Process

• Candidates will complete a short practical test related to ClickUp and account organization
• The test will be paid hourly

Additional Notes

• Employee activity tracking is used
• Employment history will be verified
• Long-term role — we are looking for stability and growth
• You will not be micromanaged, but accuracy and results are critical

Why Join Us

• Work in a fast-growing, tech-driven logistics company
• Take ownership of systems and operations
• Opportunity to grow into a larger operational or systems role
• Be part of a company focused on continuous improvement and scaling

We are looking for a Senior Trucking Accountant / Financial Control Specialist to help us build and organize our accounting systems and financial controls from scratch.

This is a brand new role for our company, and we currently do not have this structure properly established yet, so we are looking for someone who can help create and improve these processes as we continue growing.

This role is NOT basic bookkeeping.

We already have an accounting assistant handling many day-to-day administrative tasks, driver communication, reimbursements, and operational support. This role is intended to focus more on:

• financial control
• reconciliations
• accounting structure
• reporting accuracy
• operational accounting oversight
• identifying mistakes and financial discrepancies
• helping ownership improve financial visibility

RESPONSIBILITIES

• Organize and improve accounting structure inside QuickBooks
• Build accounting workflows and financial processes from scratch
• Perform bank and account reconciliations
• Review expenses and invoices for mistakes or overcharges
• Verify accounting accuracy and transaction consistency
• Assist with trucking operational accounting and settlements
• Review fuel, repair, toll, and operational expenses
• Help organize financial reporting and accounting visibility
• Assist with tax preparation support and financial documentation
• Work alongside accounting assistant and operations team
• Improve accounting organization as company scales

REQUIREMENTS

• Minimum 2 years experience with US business accounting
• Strong QuickBooks experience required
• Experience with reconciliations required
• Strong attention to detail
• Fluent English required
• Ability to work independently
• Strong organizational mindset
• Ability to build processes and systems from scratch

PREFERRED EXPERIENCE

• US trucking accounting
• Owner-operator settlements
• Factoring companies
• Fuel card reconciliations
• Operational accounting
• Financial cleanup and process improvement
• Multi-entity or operational accounting
• AI tools such as ChatGPT

EXPERIENCE SKILLS

Required:

• QuickBooks
• Reconciliations
• Financial Reporting
• Bank Reconciliation
• Accounting
• Google Sheets / Excel
• Attention to Detail

Preferred:

• Trucking Accounting
• Factoring
• Operational Accounting
• Financial Control
• Process Improvement
• QuickBooks Setup
• Multi-currency accounting
• Financial Analysis

DOMAIN EXPERIENCE

Preferred:

• Trucking
• Logistics
• Transportation
• Operational accounting
• US business accounting

ADDITIONAL INFORMATION

This role has long-term growth potential into:

• Financial Controller
• Finance Manager
• Operational Finance Lead

We are specifically looking for someone who enjoys:

• creating structure
• identifying mistakes
• improving organization
• building scalable accounting processes
• bringing clarity into financial operations