Process Implementation Assistant

About the Role
We are looking for a detail-oriented, process-driven Virtual Assistant who excels at documenting, organizing, and implementing business processes. This role is critical in ensuring that our operational workflows are properly structured, documented, and integrated into ODOO, our business management system.
The ideal candidate thrives in structured environments, enjoys working with systems and procedures, and has a passion for process improvement. If you are highly organized, analytical, and love making operations run smoothly, this role is for you.

Key Responsibilities
Process Documentation & Structuring
Review recorded process meetings, transcribe key discussions, and extract workflows.
Use Process Architect Custom GPT to develop clear, structured Standard Operating Procedures (SOPs).
Ensure all documented processes follow a consistent format and structure.
Company Manual & Knowledge Management
Maintain and update the company’s process manual with newly developed SOPs.
Organize and catalog documentation for easy retrieval and reference.
Conduct regular audits to ensure SOPs remain accurate and up to date.
Integration into ODOO
Implement documented workflows into ODOO, ensuring smooth system integration.
Collaborate with teaUpgrade to see actual infombers to ensure proper adoption and compliance with new processes.
Monitor process effectiveness and suggest refinements to improve efficiency.
Quality Control & Continuous Improvement
Identify gaps, inconsistencies, and redundancies in workflows.
Proactively suggest and implement efficiency improvements.
Ensure all documentation is error-free, structured, and optimized for usability.

Who We're Looking For
You are precise, analytical, and structured.
You thrive in detail-heavy, process-driven environments and prefer clear expectations.
You have excellent written communication skills and can document complex workflows clearly.
You love organizing information, improving efficiency, and ensuring accuracy in every task.
You are tech-savvy, comfortable using ODOO, AI tools, and documentation platforms.
You are highly autonomous, proactive, and capable of self-checking your work before submission.

Required Skills & Qualifications
Experience in process documentation, SOP writing, or operations support.
Familiarity with process management tools (e.g., Notion, Confluence, Process Street).
Ability to transcribe and extract workflows from recorded meetings.
Strong attention to detail and ability to format and structure information clearly.
Experience with ODOO (preferred) or willingness to learn it quickly.
Proficiency in Google Docs, spreadsheets, and knowledge management tools.

Compensation & Work Hours
Competitive pay based on experience.
Full-time required.
Fully remote role with flexible hours, but you must be available for teaUpgrade to see actual infoetings in [your time zone].

How to Apply (Follow These Instructions Exactly)
To be considered for this role, you must follow these instructions carefully:
1. Email Your Application
Send an email to Upgrade to see actual info with the subject line:
"Process VA Application – [Your First & Last Name]"
(Example: Process VA Application – John Doe)
2. Include the Following in the Body of Your Email
A brief video introduction (60 seconds) on why you are a good fit for this role.
A 3-minute response answering the question:
"What is the most important element of a well-documented process?"
3. Attach the Following Files
Your resume (PDF format, named "LastName_FirstName_Resume.pdf").
A 1-page process document you have previously created or improved.
(If you do not have one, create a simple SOP, such as “How to Schedule a Meeting in Google Calendar.”)

Applications that do not follow these instructions will not be considered.

What to Expect After You Apply
If you meet the criteria, you will receive a test task to assess your ability to:
Transcribe a short recorded meeting and extract key process steps.
Structure the information into a clean, well-documented SOP.
If you pass the test task, you will proceed to:
A refinement challenge (improving a messy process document).
A final task involving ODOO process integration.
A final interview before hiring.

We are looking to fill this role immediately, so apply as soon as possible.

We look forward to seeing if you are the right fit for our process-driven, high-performance team.