CTO-track: Head of Systems & Automation (Fixer-in-Chief)

Role: Remote
Company: Growth-focused operations team supporting service and program delivery
Schedule: Full-time, 4+ hours overlap with US Eastern Time (9 AM–1 PM EST).

NO AGENCIES OR FREELANCERS — DIRECT CANDIDATES ONLY

About GeneLean 360°
We help women over 30 unlock sustainable weight loss by aligning daily habits with their unique DNA. Through our 3?Step Genetic Gateway, we turn genetic insights into practical nutrition and lifestyle plans—no invasive procedures, harsh side effects, or extreme diets. Led by triple?board?certified Dr. Phyllis Pobee, GeneLean 360° blends clinical science with compassionate coaching to deliver personalized, sustainable results.

About the Role
We’re hiring a hands-on systems builder to become our Chief of Technology (CTO). Your first mandate: fix what’s broken. We have critical glitches across automations, email deliverability, fulfillment, and client journey visibility. You’ll stabilize operations, implement clear ownership and SOPs, and make failures visible so they get resolved fast. After a successful 90-day probation, you’ll get a raise and step into hiring and training additional tech VAs.

What You’ll Fix First (examples)

Email and messaging reliability: wrong sender names, blocked inboxes (Yahoo/MSN/Hotmail), inconsistent sequences, missing testing gates.

Fulfillment & address hygiene: welcome kit automation, address validation to prevent reships, shipping notifications, integrations (WooCommerce/ShipEdge).

Client journey visibility: Notion client tracker with automated stage progression, clear “you are here” timeline, pre-consult education sequence.

Task/ticketing & ownership: Notion task manager with ticket workflows, proper routing (stop tagging everyone), weekly meeting hub/reporting.

Escalation and alerts: #automation-alerts Slack channel, change management and testing SOPs, incident response basics.

Enrollment and access: community/school auto-enrollment checks with manual fallback, round-robin scheduling automation.

Time-sensitive ops: genetic test processing follow-ups at 3 weeks; reduce turnaround variability.

Your First 90 Days (stabilization)
Triage and fix top failure points; implement a visible queue of incidents and a daily burn-down.
Shore up deliverability (SPF/DKIM/DMARC, warmup, dedicated IP if needed) and correct sender branding.
Build/repair core automations in GHL/Zapier/Notion; add retries, idempotence, and logs.
Implement address validation + SMS confirm to cut reships; activate welcome kit automation.
Stand up Notion tasking, meeting hub, and client journey tracker with clear ownership.
Ship operator-ready SOPs and Loom walkthroughs; require test-before-go-live.

30/60/90-Day Outcomes (measurable)

30 days
All automations gated by a test checklist; #automation-alerts live.
Sender branding fixed; soft-bounce rate trending down; key flows mapped in Whimsical.
Notion tasking adopted (?80% tasks assigned to a single owner, not “everyone”).

60 days
Welcome kit flow automated end-to-end with shipping status visibility.
Address validation live; reship incidents down ?50%.
Client journey tracker live; pre-consult sequence activated and monitored.

90 days
Email deliverability stabilized (passing SPF/DKIM/DMARC; inbox placement improved).
Time-to-detect/time-to-resolve for automation failures