The Vault
Business Systems & Automation Manager
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Reports to: Chief Operating Officer
Location: London, Cyprus or Dubai (some travel expected, particularly in the first months)
Full-time, permanent
Senior individual contributor
About the role
We are a regulated digital-asset infrastructure group operating across multiple jurisdictions and legal entities. We build institutional custody technology and hold financial-services authorisations in the EU and Switzerland. That combination means our internal processes have to be fast and evidenced: every material workflow needs to be designed, documented and demonstrably followed.
Today most of that work sits with a handful of senior people who should be doing other things. This role exists to take ownership of it.
You will understand how work actually flows through the company, across sales, onboarding, compliance, finance and delivery, and you will be accountable for making those flows faster, clearer and better automated. This is a hands-on role. You will not write specifications and hand them to engineering; you will be in ClickUp, in the CRM and in the API docs, building it yourself.
What you will own
Process discovery, design and documentation
Map how our core processes actually work today, not how they are supposed to work. Maintain a live process register covering owner, trigger, steps, systems touched, controls and known failure points. Redesign what is slow, manual or error-prone, and secure agreement from the affected teams before you build. Produce documentation that new joiners, auditors and regulators can all use.
Workspace architecture and optimisation
Own the configuration and ongoing health of our business software estate: ClickUp, SharePoint, Attio CRM and whatever we adopt next. Design approval workflows, intake forms, automations, dashboards and permission models that reflect how the business really operates. Monitor continuously, because configuration drifts and automations break silently. Prevent tool sprawl and hold a defensible view on what we buy versus build.
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Integration and automation engineering
Build the connective tissue between systems through APIs, webhooks, event-driven syncs and scheduled jobs, using low-code platforms where they fit and writing real code where they do not. Use AI coding tools (Claude, Claude Code and equivalents) as a primary working method. Own the reliability of what you build: error handling, alerting, logging and runbooks. Engineering and IT are there for architecture review and anything touching production, but you resolve the majority of integration work independently.
Analytical layer
Build and maintain reporting for Finance, Commercial and Operations. Define the metrics that matter with each function head, then deliver them reliably and on schedule rather than on request. Ensure figures reconcile across systems.
Governance and audit support
Align documented processes with our regulatory obligations and control framework, working with Compliance and GRC, so that audit evidence is a by-product of how we work rather than a scramble before a deadline.
What we are looking for
Essential
- 5+ years in business systems, business operations, process engineering or solutions engineering, where you personally built the systems rather than managing others who did.
- A track record of taking a messy manual process, redesigning it and shipping the automated version, with evidence of the before and after.
- Technical fluency without needing an engineer: REST APIs, authentication flows, JSON, webhooks and data modelling. You can read and write Python or JavaScript to the standard integration work requires.
- Fluent daily use of AI development tools (Claude, Claude Code or equivalents) as a genuine working method. You should be able to talk concretely about what you have built with them and where they do not hold up.
- Deep hands-on configuration experience with at least one work-management platform (ClickUp, Asana, Monday, Jira) and one CRM (Attio, HubSpot, Salesforce, Pipedrive).
- Strong process documentation skills, and the discipline to keep documentation current after the initial enthusiasm wears off.
- The interpersonal skill to extract how a process really works from someone who is busy, sceptical and fond of their workaround, then bring them along to a new way of working.
- Professional fluency in English.
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Strongly preferred
- Management or operational consulting background (Big Four, boutique operations practice or in-house transformation team), particularly process improvement, systems implementation or post-merger integration work.
- Financial services, fintech or another regulated environment, with a working understanding of what audit-ready documentation requires.
- Experience across multiple legal entities or jurisdictions, where processes cross entity boundaries and data segregation matters.
- SQL and BI tooling.
- ERP or accounting systems, and the realities of financial data reconciliation.
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