Operations Specialist, Business Systems

Remote (Canada) | Hybrid Available – Kitchener, ON
‍ Reports to: Director, Business Systems

About Encircle

Encircle is leading the $1.6 trillion property insurance industry out of the dark ages of pen and paper, into the digital age of transparency and empowerment. Our easy-to-use software platform enables thousands of restoration contractors and insurance professionals across North America to process claims faster and with greater accuracy.

We’re a remote-first company with a collaboration hub in downtown Kitchener—and we’re growing.

About the Role

We are looking for an Operations Specialist, Business Systems to join our Business Systems team. This role supports the day-to-day operations, processes, and systems needs for our Revenue teams. You'll help maintain and optimize Salesforce and GTM systems, implement business requirements by contributing to Operations projects across Sales, Customer Success, Marketing and Finance teams.

You will work closely with stakeholders to implement requirements, and execute changes directly in Salesforce and related systems/tools.

Key Responsibilities

Day-to-Day Salesforce Administration & Operations

• System maintenance and Configuration: Serve as the primary Salesforce administrator for daily operational needs, executing standard configuration changes. This includes managing user provisioning, updating page layouts, modifying custom fields, maintaining object settings, and deploying basic flow automations.
• Troubleshooting and User Support: Act as the first point of contact for system and user issues across Salesforce and integrated GTM tools, providing timely troubleshooting and resolution.
• Data Integrity and Governance: Support data preparation for bulk loading activities, and ensure strict adherence to established operational processes, data cleanliness standards, and governance policies within the CRM.
• Request Management: Manage, track, and complete operational support requests and changes using JIRA or other project management tools, ensuring clear communication and documentation.
• Process Adherence: Champion best practices and process governance to ensure consistent and effective use of the CRM by Sales, Customer Success, and Marketing teams.
• Security and Compliance: Manage Salesforce security settings, permission audits, and compliance with data privacy policies.

✍️ Process Documentation & Business Support

• Contribute to documentation of system changes, configuration and business requirements/solution plans
• Responsibility for conducting user training sessions and creating training materials to drive adoption and proficiency
• Help translate discussions into JIRA tickets for change management
• Support internal documentation efforts for system changes and knowledge base articles

Reporting & Insights

• Support the building and own/contribute to the maintenance of recurring and ad hoc stakeholder reporting needs
• Identify inconsistencies in data or metrics and raise for resolution
• Track operational KPIs and project progress for transparency to leadership teams

Cross-Functional Collaboration

• Participate in planning discussions, share observations and ideas
• Assist with identifying process improvements and system efficiencies
• Collaborate with consultants and internal teams to keep tasks moving and requirements clear

✅ What You Bring

• 4+ years of hands-on Salesforce Administration experience with a strong understanding of the RevOps lifecycle (Sales, Customer Success, Marketing).
• Strong written and organizational skills (able to structure un-structured information)
• Attention to detail, curiosity, and a team-first attitude
• An analytical, best-practice, mindset to solving problems
• Familiarity with Salesforce CPQ, Marketing (Pardot) Cloud
• Sound, experienced Salesforce Administrator skills. Salesforce Administrator Certification is highly preferred
• Familiarity with JIRA, Confluence, and project management tools
• Ability to manage multiple ongoing tasks with evolving priorities
• Problem solving should come as second nature

What You’ll Gain at Encircle

• Clear ownership over operational systems that drives impact across the company
• Exposure to Salesforce and key RevOps tools in a collaborative, cross-functional environment
• A fast-moving, thoughtful culture with plenty of opportunities to grow in your skills towards your career
• The flexibility of a remote-first company with a strong culture of trust and transparency

Why Encircle?

We VALUE our people:

• Balance: Flexible hours, self-managed vacation, and trust to manage your time

• Remote-first: Work where you’re most productive—with access to our collaboration hub in Kitchener
  Growth-oriented: We support your learning and career development

• Well-being: We care about the full human—inside and outside of work

Encircle is an equal opportunity employer committed to building a diverse and inclusive team. We encourage all qualified candidates to apply and will work with applicants to accommodate accessibility needs throughout the hiring process.

A Note on Authenticity: We value genuine interest and authentic interaction. Please be aware that we reserve the right to disqualify candidates if it is determined that application materials or interview responses are excessively generated by AI tools or misrepresent your personal skills and experience.