Communications Systems & Ops. Specialist

eBay•San Jose, CA

1d•Remote

About The Position

The Global Communications team is seeking a Systems & Operations Specialist to help maintain the tools, workflows, and operational processes that keep the organization running efficiently. This role will play a hands-on part in managing and improving the team’s Airtable environment, supporting workflow automation and reporting, coordinating vendor and purchasing processes, and maintaining accurate operational data. The ideal candidate enjoys working with systems, organizing information, solving process problems, and finding practical ways to reduce manual work. This is a highly collaborative role. You will work with Communications, PMO, Finance, Procurement, Legal, and other partners to keep information accurate, workflows moving, and teams connected. This is an opportunity for someone who wants to build experience at the intersection of business operations, systems, data, and communications.

Requirements

3-5 years of experience in business operations, project coordination, PMO, marketing operations, communications operations, or a related field.
Hands-on experience using Airtable, including building or maintaining tables, views, fields, forms, linked records, or basic automations.
Strong organizational skills and attention to detail, with the ability to manage multiple requests and deadlines.
Comfort working with structured data and maintaining accurate records.
Ability to learn new systems quickly and troubleshoot problems independently before escalating when needed.
Strong written and verbal communication skills.
Ability to work effectively with people across different teams and functions.
A practical, process-oriented mindset and interest in finding ways to make work simpler and more efficient.
Comfort with Google Workspace tools such as Google Sheets, Docs, and Drive.

Nice To Haves

Experience building Airtable automations, interfaces, dashboards, or more advanced workflows.
Experience with other workflow or project management tools such as Asana, Smartsheet, Monday.com, Jira, Zapier, or similar platforms.
Experience supporting vendor management, purchasing, contracts, subscriptions, or budget-related processes.
Experience creating or maintaining operational dashboards and recurring reports.
Exposure to AI-enabled productivity or workflow tools.
Experience working in a fast-paced, cross-functional, or global organization.
Interest in communications, marketing, technology, or business operations.

Responsibilities

Maintain and support the Global Communications Airtable environment, including tables, views, forms, fields, permissions, and automations.
Keep Airtable data accurate, complete, and organized by following established standards and processes.
Help update and improve existing Airtable workflows as team needs evolve.
Support the intake and tracking of communications projects, vendors, requests, and other operational activity.
Troubleshoot basic system issues and partner with more technical resources when additional support is needed.
Help document how systems and workflows work so that processes are easy for others to understand and use.
Support adoption of Airtable and other shared tools across the Global Communications team.
Identify repetitive or manual processes that could be simplified, standardized, or automated.
Build or maintain straightforward automations, notifications, reminders, and workflow steps using Airtable and other approved tools.
Help test new workflows and make incremental improvements based on user feedback.
Partner with PMO and Communications team members to translate business needs into practical system and process solutions.
Look for opportunities to reduce duplicate work, improve visibility, and make information easier to access.
Maintain recurring reports, dashboards, and operational views used by the Communications team.
Pull together information from Airtable and other business systems to support team and leadership reporting.
Perform basic data validation and reconciliation to identify missing, inconsistent, or outdated information.
Help maintain a reliable source of truth for projects, vendors, subscriptions, purchase orders, and other operational activity.
Support the preparation of simple summaries and insights that help teams understand status, upcoming deadlines, and areas requiring attention.
Support the coordination and tracking of vendors, contracts, subscriptions, purchase orders, and related operational requests.
Maintain accurate records of vendor activity, renewal dates, commitments, and status.
Work with Communications partners and cross-functional teams such as Finance, Procurement, and Legal to help move requests through the appropriate processes.
Follow up on open actions, upcoming renewals, and missing information to keep workflows moving.
Support budget and spend tracking by maintaining accurate operational data and documentation.
Help maintain shared documentation, process guides, trackers, and operating resources.
Support team planning activities and recurring operational processes.
Respond to day-to-day questions related to tools, workflows, and operational processes.
Contribute ideas for improving how the Global Communications team works and shares information.
Take on additional operational projects as team priorities evolve.