Workflow & Operations Systems Manager (019-710)

​​Looking for Philippines-based candidates

Job Role: Workflow & Operations Systems Manager

Compensation range: $1,500 AUD - $2,000 AUD / Monthly

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is: We’re a team of growth-driven professionals passionate about helping individuals unlock their potential through mindset, skill development, and strategic clarity. Our work centers on creating tailored coaching and learning experiences that inspire lasting transformation. At our core, we believe growth isn’t one-size-fits-all it’s personal, purposeful, and built to last.

Role Overview: Your role is to systemise our service-based business by extracting real-world workflows and converting them into clear, structured Standard Operating Procedures (SOPs) and automated workflows. You will work independently and be highly self-motivated to drive this process forward. This is not a passive documentation role — you will actively gather information, organise it logically, test it, refine it, and continuously improve it. Our goal is to build workflows that do not depend on specific people, memory, or experience. Every process must be clear enough that a smart 12-year-old could follow it step by step without confusion.

All workflows must:

• Require no memory or guesswork
• Be step-by-step and logical
• Be linked to SOPs, templates, and AI-assisted tools
• Automatically generate tasks when a workflow is initiated
• Guide the user from start to completion without needing additional instruction

The ultimate objective is that a completely new and inexperienced team member can start a workflow, follow the tasks generated, and successfully complete the process without needing assistance. You will also review existing workflows and challenge them where necessary. Your responsibility is not just to document processes, but to improve them — making them more efficient, consistent, and reliable.

The goal is to build a self-sustaining operation where:

• Every role is clearly defined
• Every task is system-driven
• No process relies on memory or specific individuals
• Staff can be replaced seamlessly without disruption

You are expected to think like a systems builder, not just a documenter of processes.

Key Responsibilities:

• Break down and systemise all areas of the business, including patient journey, sterilisation processes, lab workflows, clinical workflows, administrative workflows, training and onboarding, and education/events operations, by converting them into clear, structured, and repeatable systems that remove reliance on individuals, memory, or informal knowledge
• Ensure all workflows are role-specific, step-by-step, trigger-based, easy to execute without thinking, and linked to SOPs and AI-assisted tools
• Work directly with key team members
• Schedule and lead workflow discovery sessions
• Ask detailed and proactive questions
• Extract real processes, including edge cases
• Identify gaps, inefficiencies, and dependencies
• Take strong initiative and actively drive the process forward
• Convert extracted information into workflow maps, including step-by-step sequences, decision points, dependencies, and role ownership
• Develop SOPs (Standard Operating Procedures), ensuring each SOP includes purpose, trigger, responsible role, clear step-by-step instructions, tools required, quality checks, and error handling
• Produce and maintain formats including written SOPs, visual workflows, linked video references, and AI knowledge files
• Recommend a system based on requirement (top suggestions are Asana, Trello, Clickup, Notion, Vikunja) and translate workflows into automated systems including task templates, subtasks, dependencies, due dates, automations, role assignments, and recurring workflows
• Ensure that when a workflow is triggered, all required tasks are automatically generated with no manual thinking
• Develop a structured training system: recommend platforms for hosting SOP videos, link training materials to workflows, and ensure consistent onboarding across all roles
• Create a training matrix that includes role-based competencies, required SOP completion, skill tracking, feedback loops, testing, and reconfirming trained knowledge and skills are accurate periodically
• Create organisational structure by mapping all roles, defining responsibilities, assigning workflow ownership, and building an organisational chart, with the goal that any role can be replaced with minimal disruption.
• Test and optimise workflows by running them in real scenarios, identifying issues and gaps, refining and simplifying processes, and continuously improving systems, with responsibility not just for documentation but ensuring systems work in practice.
• Meet communication expectations by proactively scheduling calls, following up consistently, extracting missing information, and driving progress and timelines, as this is a highly proactive role, not a passive one.

Requirements

• 3–5 years of experience in building and managing workflows or similar project management systems
• Must be proficient in Asana, Trello, Clickup, Notion or Vikunja
• Proven experience in SOP creation and documenting SOPs, with the ability to improve operational processes
• Strong experience in workflow/process mapping and structuring complex workflows into simple, scalable systems
• Experience in automation and systems thinking, with the ability to work with teams to implement and improve internal processes
• Strong organisational skills and strong attention to detail, with the ability to maintain process consistency
• Excellent communication skills for documenting and clearly explaining workflows and systems
• Strong English communication, high attention to detail, initiative and proactiveness, structured and logical thinking, and confidence in leading discussions

Preferred:

• Healthcare or dental experience
• Training system development
• Experience with tools like Trainual, Loom, Notion

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)