Job VC

ClickUp Systems Architect & Automation Builder
Category
Product Manager / Product
Alternative category: Project Manager, Business Analyst, No-code / Low-code, Automation
Short description
We are looking for a ClickUp Systems Architect who can build a full business operating system from scratch inside ClickUp. ClickUp must become our company database, source of truth, and automation hub. The role starts with a paid test task / small project. Long-term or full-time cooperation is possible after proven results.
About us
We are a U.S.-based trucking company. We want to rebuild and organize our company operations around ClickUp.
We are not looking for a basic project manager or someone who only creates simple tasks. We need a person who can understand business processes, design the full ClickUp architecture, build the system, automate workflows, connect tools, document everything, and take ownership of the final result.
Main goal
The main goal is to build our whole business operating system from scratch inside ClickUp.
ClickUp must become:
The company database
The main source of truth
The central operations hub
The place where tasks, statuses, responsibilities, workflows, SOPs, dashboards, and reports live
The system that sends clean data to other tools through automations
The system that receives important updates back from other tools
Other tools should support the system, but ClickUp should be the core.
What we want to build
We want to use ClickUp for:
Company operations
Department workflows
Driver onboarding
Recruiting
Safety
Dispatch
Admin work
Sales
SOPs
Knowledge base
Employee training
Forms and intake flows
Dashboards and reporting
Task automation
AI-assisted workflows
AI agents
API integrations
How the system should work
The future system should work like this:
Data enters ClickUp from forms, emails, calls, messages, documents, or external systems.
ClickUp stores clean structured data in custom fields, tasks, lists, relationships, and dashboards.
ClickUp triggers tasks, assignments, reminders, workflows, and reports.
Automations send necessary data from ClickUp to other tools.
Other tools send updates back to ClickUp.
ClickUp remains the final source of truth.
Tools involved
Main system:
ClickUp
Other tools may include:
RingCentral
Google Drive
Gmail / Google Workspace
Forms / driver applications
n8n
Make
Zapier
OpenAI / Claude / other AI tools
APIs
Webhooks
Custom scripts
Samsara
Netradyne
DataTruck
Other trucking platforms
Examples of workflows we want
Example 1: Driver application
A driver application comes in. ClickUp creates a driver profile, onboarding tasks, document checklist, safety review, follow-up reminders, and status tracking.
Example 2: RingCentral call transcript
A call transcript is saved. AI summarizes it, finds the related driver/task/load, attaches the summary, updates ClickUp, and creates follow-up tasks.
Example 3: Gmail or form message
A message or form submission comes in. ClickUp updates the correct workflow, assigns responsibility, and tracks the next step.
Example 4: SOP and training
SOPs are connected to actual task templates, employee responsibilities, and real company workflows.
Example 5: AI assistant
AI can search company knowledge, calls, SOPs, tasks, driver history, and messages to help employees and managers.
Responsibilities
You will be responsible for:
Understanding our business processes
Asking the right questions
Organizing messy operations into a clear system
Designing the full ClickUp architecture
Building ClickUp from scratch as the central database and source of truth
Creating Spaces, Folders, Lists, statuses, custom fields, views, templates, relationships, dashboards, and automations
Deciding what data should live in ClickUp
Deciding what data should stay in external tools
Designing how ClickUp sends data to other systems
Designing how external tools send data back into ClickUp
Building automations using ClickUp native automations, API, webhooks, n8n, Make, Zapier, or custom code
Creating SOP and knowledge base structure
Designing AI workflows and AI-agent opportunities
Documenting the system
Helping train the team
Delivering working results, not just ideas
Must-have experience
Please apply only if you have real experience with several of these:
Building ClickUp systems from scratch
Advanced ClickUp workspace architecture
ClickUp custom fields, statuses, views, dashboards, templates, relationships, and automations
Using ClickUp as an operational database or source of truth
ClickUp API and webhooks
n8n, Make, Zapier, or similar automation tools
Business process automation
API integrations
Google Workspace integrations
AI automation, LLM workflows, AI agents, or RAG systems
SOP / knowledge base systems
CRM, ERP, or internal operations systems
Nice to have
Experience with logistics, trucking, transportation, delivery, or field operations
Experience with RingCentral or call transcript automation
Experience with driver onboarding, recruiting, safety, compliance, or dispatch workflows
Python / JavaScript / backend automation experience
Experience building internal operating systems for small or medium businesses
Ideal candidate
We need someone who can think like a business systems architect, not only like a task manager.
The ideal person can:
Build from scratch
Take ownership
Understand business needs
Ask smart questions
Propose the best structure
Challenge weak processes
Think independently
Build step by step
Communicate clearly
Document everything
Deliver finished working systems
Work with a non-technical business owner
We do not want someone who only waits for exact instructions.
Work format
This role starts with a paid test task / small project.
We are not hiring immediately for a permanent full-time role. First, we want to see how you think, how you design ClickUp architecture, how independently you work, and how well you can deliver a working result.
If the test project is successful, this can grow into a larger project-based engagement and potentially long-term full-time cooperation.
Full-time cooperation is possible later, but only after successful project-based work and proven results.
Remote work.
Timezone overlap with U.S. Central Time is important.
Hiring process
Written answers to the application questions
Short interview call
Small paid test task
Review of your architecture, communication, and implementation quality
Larger project-based work
Possible long-term full-time role
Test task
The test task will be related to designing and building a small but real part of the ClickUp operating system.
Possible test task:
Review one business process
Design the ClickUp structure for that process
Define Lists, statuses, custom fields, relationships, views, and dashboards
Suggest automation logic
Build a working prototype in ClickUp
Explain what should be stored in ClickUp as the source of truth
Explain what data should be sent to other tools through automations
The test task is not only about clicking buttons in ClickUp. We want to see system thinking, business understanding, architecture, and ability to deliver a working structure.
Compensation
The first step will be a paid test task / small project.
After that, compensation can be project-based, hourly, monthly, or full-time depending on experience, availability, and results.
Please include:
Your hourly rate
Your monthly rate if available full-time later
Your estimated availability per week
Examples of similar ClickUp systems or automations you built
Please answer when applying
Have you built a complete ClickUp system from scratch before? Please describe it.
Have you used ClickUp as a company database or source of truth?
How would you structure ClickUp for a business with multiple departments, workflows, employees, assets, tasks, SOPs, and reports?
What should live inside ClickUp, and what should stay in external tools?
How would you make ClickUp distribute data to other tools through automations?
What is your experience with ClickUp API, webhooks, n8n, Make, Zapier, or custom code?
Have you built AI workflows, AI agents, RAG systems, or LLM-based business automations?
Can you personally design the architecture and also implement the technical parts?
What would your first 2–3 weeks look like on this project?
Are you open to starting with a paid test task before larger project-based or full-time cooperation?
How many hours per week are you available?
What is your expected hourly rate and monthly rate?
Do you have experience with logistics, trucking, operations, CRM, ERP, or similar businesses?
Please share examples of similar systems or automations you built.