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

About the Role

We are a U.S.-based trucking company building a fully systemized, process-driven operation. Our goal is to run the entire company through ClickUp — including dispatch, safety, onboarding, and internal operations.

We are looking for a highly experienced ClickUp Systems Architect who can not only build advanced systems and automations, but also train and coach non-technical employees (dispatchers, drivers, and office staff).

This is not a typical IT role. This is a business systems role focused on usability, efficiency, and real-world operations.

Key Responsibilities

1. ClickUp System Architecture (Primary Responsibility)

• Design and build complete operational workflows inside ClickUp
• Create and maintain:
  • task structures
  • dashboards
  • forms
  • advanced automations
• Build scalable systems for:
  • dispatch operations
  • driver onboarding
  • safety/compliance tracking
  • issue management
• Continuously improve system performance and usability

2. Employee Training & Adoption (Critical)

• Train non-technical employees on how to use systems effectively
• Conduct onboarding sessions (live + recorded)
• Create simple, practical SOPs and training materials
• Identify confusion points and fix systems accordingly
• Ensure high adoption across all departments

3. Automation & AI Implementation

• Build advanced automations within ClickUp (not basic triggers)
• Develop API integrations when needed
• Implement AI tools for:
  • internal knowledge base
  • employee support (“how-to” assistance)
  • process automation

4. Systems Integration

• Connect ClickUp with tools such as:
  • Samsara
  • Fleetio
  • DataTruck
  • Google Workspace
• Ensure smooth data flow and eliminate manual work

5. IT Administration (Secondary)

• Manage user accounts, permissions, and access
• Provide basic troubleshooting and system support

Requirements

• Proven experience building advanced systems in ClickUp (portfolio required)
• Experience working with U.S.-based, non-IT businesses (logistics, transportation, operations, etc.)
• Strong understanding of business operations (not just technical skills)
• Experience training non-technical employees
• Experience with automation tools, APIs, and AI integrations
• Ability to simplify complex systems into easy-to-use workflows

What We Are NOT Looking For

• Pure IT administrators
• Developers without operations experience
• Candidates who only build systems but cannot train people

Success in This Role

• Employees clearly understand and use the system
• Reduction in operational confusion and manual work
• Systems are simple, scalable, and reliable
• High adoption across dispatchers, drivers, and office staff

Compensation

• Based on experience and proven results
• Performance-based bonuses will be introduced after onboarding period

How to Apply

Please include:

1. Examples of ClickUp systems you have built
2. Description of a system you built from scratch
3. Experience training non-technical teams
4. Tools and automations you have implemented

Important: This role requires both technical system-building skills and strong communication/training ability. If you only have one of these, this position is not a fit.