Systems Operations Specialist

What You'll Do

• Support and maintain our go-to-market systems, including HubSpot, Vitally, and other operational platforms.
• Build, maintain, and troubleshoot workflows, automations, lifecycle stages, routing rules, and operational processes.
• Investigate and resolve system issues, workflow failures, data inconsistencies, and operational requests from internal teams.
• Partner with Sales, Customer Success, Marketing, Finance, and Product to improve business processes and operational efficiency.
• Create and maintain dashboards and reporting that provide visibility into pipeline, customer health, renewals, forecasting, and other key business metrics.
• Support integrations and data flow between CRM, billing, product, analytics, and customer support systems.
• Perform data cleanup, improve CRM hygiene, and help maintain data accuracy across business systems.
• Document processes, troubleshooting guides, and operational playbooks to improve scalability and enable self-service.
• Identify opportunities to automate repetitive work using workflows, AI tools, and other operational technologies.
• Assist with cross-functional operational projects that improve how teams work together and scale.

What Success Looks Like

• Business systems operate reliably with minimal disruption.
• Internal teams receive timely, effective support for operational questions and system issues.
• Data across our go-to-market systems is accurate, consistent, and trusted.
• Manual processes are reduced through thoughtful automation and workflow improvements.
• Reporting provides leaders with reliable visibility into business performance.
• Documentation enables teams to solve common operational issues independently.
• Operational processes continue to scale as Nylas grows.

What You'll Bring

• 3+ years of experience supporting business systems, operations, revenue operations, customer operations, or a similar function.
• Experience working with CRM platforms such as HubSpot, Salesforce, or similar systems.
• Experience creating or supporting workflows, automations, reporting, and operational processes.
• Strong analytical and problem-solving skills with the ability to troubleshoot issues across multiple systems.
• An understanding of data quality and how information flows between business applications.
• Strong organizational skills with the ability to manage multiple priorities in a fast-moving environment.
• Excellent communication skills and the ability to work effectively with both technical and non-technical stakeholders.
• A continuous improvement mindset with curiosity for learning new tools and technologies.

Nice to Have

• Experience with Vitally, or similar Customer Success platforms.
• Experience with workflow automation tools such as Zapier, Make, n8n, Workato, or similar platforms.
• Familiarity with APIs, integrations, or low-code automation.
• Experience using AI tools such as ChatGPT, Claude, GitHub Copilot, or MCP-enabled tools to improve workflows or productivity.
• Experience with reporting tools such as Looker, Sigma, Tableau, or Power BI.
• Basic SQL knowledge.
• Experience supporting SaaS go-to-market organizations.

Interview Process

1. The Intro: 30 minute discussion with the Hiring Manager
2. The Deep Dive: 60 minute live technical assessment
3. The Loop: A series of 45-minute chats with the team (max 3 hours) where we look for the "what, why, and how" behind your best work.