What are the responsibilities and job description for the Business Systems Specialist position at TELEPHONE BUSINESS SYSTEMS INC?
Operations & Finance
Build the Blueprint for National ExpansionReports to: President
Collaborates with: Operations Manager
Location: Long Island, NY (Onsite with flexibility after initial training)
Experience Level: 2-3 years in business operations, systems, or finance
For over 30 years, Telephone Business Systems (TBS) has been Long Island's trusted technology partner for low-voltage infrastructure, hosted communications, and physical security solutions. As a certified Verkada integrator, we deliver cutting-edge camera, access control, alarm, and environmental sensor solutions to businesses across the region.
Why Now? TBS is at an exciting inflection point. Led by executives with proven experience scaling technology services nationally (including Fortune 500 contracts spanning thousands of locations), we're building scalable operational systems that will serve as the template for regional and national growth through strategic acquisitions. The processes and workflows you create will be replicated across multiple companies as we expand.
We're seeking a Business Systems Specialist who thrives on variety, loves building processes, and wants to see their work scale nationally. This isn't a traditional operations role – it's a chance to architect the operational backbone of a growing technology services company.
You'll work directly with our President and Operations Manager, gaining exposure to strategic decisions while building practical systems that drive daily operations. As we grow, so will your responsibilities and team.
Your Evolution at TBSMonths 1-6: Foundation Building
- Master our Odoo ERP system and document current workflows
- Coordinate with our overseas accounting team for month-end processes
- Establish digital filing and correspondence systems
- Support daily operations including AP/AR and vendor management
Months 6-18: System Ownership
- Lead Odoo optimization across sales, operations, and accounting
- Implement new modules: Job Costing, Inventory Management, Purchase Orders
- Design and document SOPs for acquisition integration
- Identify and implement automation opportunities
Months 18 : Leadership & Scale
- Hire and train additional team members
- Lead integration of newly acquired companies
- Establish KPIs and reporting dashboards
- Drive continuous improvement initiatives across the organization
A typical week might include:
- Monday: Review weekend service tickets in Odoo, investigate why recurring issue happened again, document permanent fix
- Tuesday: Process vendor invoices, write detailed support ticket to Odoo about reporting glitch (with screenshots and steps to reproduce)
- Wednesday: Lead training session on new Odoo workflow using the SOP you created
- Thursday: Meet with Brett to understand new requirement, translate it into technical specs for Odoo customization
- Friday: Create process documentation, analyze efficiency metrics, update knowledge base, plan next week's priorities
Core Responsibilities:
- Own and optimize our Odoo ERP platform (current modules: Sales, CRM, Accounting, Invoicing)
- Troubleshoot system issues using root cause analysis - fix the problem AND prevent recurrence
- Create clear, actionable documentation that team members can actually follow
- Coordinate financial operations with overseas accounting team
- Translate business requirements into technical specifications for system enhancements
- Manage vendor relationships, including writing detailed support tickets and requirement documents
- Build repeatable processes that can scale across multiple locations
- Support both internal teams and external stakeholders (vendors, customers)
- Drive digital transformation initiatives to reduce manual processes
Required Experience:
- 2-3 years in business operations, systems analysis, or financial operations
- Hands-on experience with ERP systems (Odoo strongly preferred; NetSuite, QuickBooks Enterprise, or similar mid-market systems acceptable)
- Demonstrated ability to document processes and create training materials
- Experience troubleshooting system issues and working with vendor support teams
- Strong Excel skills and general technical aptitude
- Experience supporting accounting/finance functions (doesn't need to be your primary background)
- Project coordination experience (doesn't need to be formal PM role)
- Bachelor's degree in Business, Information Systems, Finance, or equivalent experience
Critical Skills:
- Systems Thinking: You see connections and build workflows that actually work
- N 1 Mindset: You naturally think several steps ahead. You don't just solve today's problem; you build solutions that adapt well to or anticipate future scenarios. Every process you create should work whether we have 2 locations or 20, and you consider the ripple effects of each decision across multiple departments and timelines.
- Documentation Excellence: You create clear, organized documentation that others can follow without hand-holding
- Problem-Solving: Strong troubleshooting skills with root cause analysis - you dig until you find why something broke, not just how to fix it temporarily or work around it
- Vendor Communication: You can write support tickets that get results and translate business needs into technical requirements
- Communication: Equally comfortable with technicians, executives, and external partners
- Independence: You figure things out without constant direction
- Adaptability: You thrive when priorities shift and no two days are identical
- Organization: You create order from chaos and maintain it under pressure
The Ideal Candidate:
- Has worked in a small/medium company where wearing multiple hats was normal
- Gets excited about building something from scratch that will scale 10x
- Always asks "How will this work when we're bigger?" before implementing solutions
- Writes documentation that actually helps people (not just checks a box)
- Can explain technical issues to non-technical people and business needs to technical vendors
- Prefers "let me figure it out" to "tell me exactly what to do"
- Digs for root causes, not quick fixes
- Sees technology as a tool to solve business problems
- Wants their next role to be a stepping stone to management
Direct Impact: Your work won't disappear into a corporate void. The systems you build will be used daily and scaled nationally.
Real Growth Path: This isn't a "maybe someday" promotion track. As we acquire companies, your role and team will expand. You'll have hiring authority within 18-24 months.
Learning & Development:
- Direct mentorship from 30-year industry veterans
- Verkada certification and training
- Odoo advanced user certification
- Exposure to M&A integration processes
- Leadership development as you grow your team
Culture: We're big enough to be stable (30 years in business) but small enough that your voice matters. You'll work directly with leadership and see your ideas implemented quickly. We're more focused on delivering exceptional service than polished marketing - it's about substance over style here.