Note: The job is a remote job and is open to candidates in USA. Tax Alchemy is a company focused on specialized financial services, and they are seeking a System Administrator to build and maintain the operational backbone of various systems and workflows. The role involves project execution, process documentation, and leveraging AI for automation to support a lean workforce.
Responsibilities
- Run cross-company initiatives end-to-end: scoping, timelines, stakeholders, delivery
- Translate leadership's strategic priorities into executable project plans with clear owners and deadlines
- Keep multiple workstreams moving in parallel without dropping balls
- Surface blockers early and drive resolution
- Architect and maintain our Notion workspace: databases, dashboards, SOPs, project trackers
- Build and optimize GoHighLevel workflows, pipelines, automations, and integrations
- Evaluate and onboard new platforms as the business needs them (Make, Zapier, Airtable, internal tools)
- Document everything so the team can actually use what you build
- Identify workflows ripe for AI automation across client work, internal ops, and CS
- Build and prompt-engineer AI agents, GPTs, and Claude projects for repeatable tasks
- Stay current on LLM tooling (Claude, ChatGPT, Gemini, n8n, Zapier AI) and bring back what is useful
- Treat AI as a force multiplier baked into every system you design, not a separate initiative
- Build and maintain dashboards that give leadership clear visibility into each operating company’s performance (Tax Alchemy, DMG, etc.)
- Define the KPIs that matter for each business unit and the cadence they’re reported on (weekly scorecards, monthly business reviews, quarterly leadership decks)
- Pull, clean, and reconcile data across platforms (Notion, GHL, QuickBooks, spreadsheets, internal tools) into a single source of truth
- Use the right tool for the job — Google Sheets and Excel for fast iteration, BI tools (Looker Studio, Metabase, or similar) for durable reporting
- Turn data into decisions: flag trends, surface anomalies, and bring recommendations — not just dashboards
Skills
- 3-5 years managing systems at a small-to-mid sized company (professional services, agency, or SaaS)
- High degree of fluency in Notion and GoHighLevel
- Expertise using, prompting, and building workflows with AI LLMs like ChatGPT and Claude
- Comfortable building dashboards, analyzing spreadsheets, understanding data
- Expert level technical skills and experience with all manner of digital platforms
- Strong ability to self-direct and use judgement when escalating bottlenecks and issues
- Comfortable diving into projects, taking initiative, and discovering (and testing) efficient solutions
- Manage a complex workload with attention to detail and competing priorities
- Handle sensitive and confidential issues with professionalism and discretion
- Communicate effectively with all levels of professionals across the organization using all manner of tools (Loom, Slack, Notion, etc.)
- Background in tax, accounting, or financial services operations preferred
- Experience with intercompany or shared services structures would be ideal
Benefits
- Work from home
- Medical, dental, vision, life and voluntary life insurance
- 401(k) with company match
- Paid vacation and sick days
- Paid holidays
Company Overview