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Salary: USD 70,000 - 80,000 / annual
Iron Sheepdog is seeking an Operations Specialist to join its Operations & Systems team, reporting to the Director of Operations & Systems. This hybrid role is based at the company's Williamsburg, VA headquarters.
The Operations Specialist will be responsible for mapping how work gets done across the business, documenting processes, identifying bottlenecks, and writing requirements for fixes. You will partner with systems, data, and automation specialists to implement solutions and measure their impact. You will also support major cross-company projects, from launching new business units like ISD Services and ISD Materials to assisting with legal and credit matters that touch operations.
Key responsibilities include:
**Process Mapping:** Map current-state workflows across Operations, Sales, and Finance, capturing triggers, steps, systems touched, volume, manual hours, and owners. Identify bottlenecks, handoff failures, and manual gaps, recommending where automation or process change would have the largest effect.
**Requirements & Handoff:** Write future-state processes and actionable requirements for builders, maintain the workflow registry and documentation as the business evolves.
**Process Measurement:** Define baselines and targets for mapped workflows, measure results after changes, and pull/shape data using Google Sheets and internal reporting to demonstrate improvement value.
**Project Coordination:** Maintain the team's project tracker to reflect issues, owners, dates, and status; prepare weekly views for the Director; support cross-functional project cadences with agendas, notes, and action items; surface risks early.
**External Coordination:** Coordinate logistics with counsel, vendors, university partners, and brokers; build and maintain trackers, checklists, and status reports.
**Big Project Support:** Support new business unit launches and assist on legal/credit projects involving document collection, lien and title work, and data production under the Director's guidance.
This is an individual contributor role with no direct reports. Success in the first 6–12 months means documented core operations workflows with baselines and targets, a trusted project tracker, and a reputation as someone who makes others' work easier.
**Requirements:**
- 3–5 years of experience in operations, business analysis, project coordination, or similar role, ideally at a growing company
- Bachelor's degree in Business, Operations, Analytics, or related field, or equivalent education and experience
- Strong working skills in Google Sheets or Excel, including pivots, lookups, and building models from raw data
- Comfortable with process documentation tools such as Miro, Lucidchart, or Visio
- Comfortable learning new tools quickly (Linear, Slack, Google Workspace daily; no prior Linear experience required)
**Competencies:**
- Systems Thinking: Analyze information to solve root-cause problems; see how changes in one workflow affect surrounding teams and systems
- Organization: Keep projects organized and on schedule; turn messy conversations into trackers, process docs, or summaries
- Communication: Write and speak clearly; produce documentation readable without training; write requirements builders can act on
- Proactive Ownership: See gaps and close them; create structure where none exists and own it end-to-end
- Teamwork & Collaboration: Establish effective cross-team relationships; give and receive feedback constructively; prioritize team success
- Problem Solving: Identify and resolve problems timely; gather and analyze information; develop alternative solutions
- Job Knowledge: Learn and apply new skills quickly; stay current on operations, process improvement, and automation tooling
- Attendance: Maintain consistent work attendance and punctuality
**Preferred Qualifications:**
- Hands-on experience with workflow or automation builders (Zapier, Make, n8n, Power Automate, Airtable automations, or similar)
- Experience supporting legal, credit, or compliance projects
- Experience coordinating with external partners such as outside counsel or consultants
- Exposure to AI tooling
**Advances Placement Toward Top of Range:**
- Hands-on SQL or BigQuery, or experience with Looker or comparable BI tool
- Experience building workflow or process documentation adopted and used by other teams
- Prior work on process improvement, operations analysis, or systems implementation at a SaaS or services company
