Job Openings IT Specialist(SaaS Support & Management)

About the job IT Specialist(SaaS Support & Management)

Project Overview

Kinship Ventures seeks a vendor to provide IT security, SaaS tool management, and operational automation. The primary objective is to create a secure, efficient, and organized IT environment that minimizes security risks, streamlines SaaS tool usage, and improves team productivity.

Key Goals:

  • Implement security guardrails to prevent accidental data loss and unauthorized sharing while ensuring a smooth and efficient process. The workflow should be clear and well-structured to avoid any delays, particularly when sharing files with clients.
  • Optimize SaaS tools by eliminating redundancies and ensuring appropriate subscription levels. Specifically, for tools like Descript, CapCut, and CastMagic, highlight that multiple user accounts are unnecessary. Instead, a single-user subscription can be utilized efficiently by sharing vaults with the production team.
  • It's important to note that we have access to non-profit rates through our sister organization and should take advantage of these discounts whenever possible. To facilitate this, the internal tech email is set up using the non-profit domain specifically for this purpose.
  • Establish structured permissions and user roles across IT platforms.
  • Automate key processes once security and SaaS optimizations are completed.
  • Ensure that all SaaS services are consolidated under a single credit card, with access and billing fully optimized. Maintaining transparency in SaaS expenditures is crucial for non-profit tax purposes, and our non-profit executive must be kept informed of all new charges and their specific use cases.
  • Secure Google Suite against unauthorized external access and bulk remove past shared users.
  • Establish tiered user access permissions for DocuSign, assigning appropriate levels to the Executive Team, Operations, and Production Teams.
  • For process optimization, explore subscription options that enable the creation of a single, reusable agreement link for guest bookings, rather than generating individual agreements each time. This would simplify workflows by allowing the team to share a standard agreement link with guests, reducing administrative effort. While this may not be essential with only two podcasts, its worth evaluating for future scalability to enhance efficiency and save time.
  • Implement Slack automation tools to streamline onboarding and training processes within SOPs. Additionally, integrate Google Drive with Slack to enhance accessibility, ensuring seamless file sharing and collaboration for improved efficiency.
  • Clearly define timelines, required access, and success criteria for project completion.
  • Ensure weekly reporting on progress, blockers, and support needs, managed by Operations Manager.
  • Implement KPIs and performance benchmarks to measure vendor effectiveness.
  • Categorize SaaS tools into five distinct suites:
    • Operations
    • Finance
    • Content & Marketing
    • Temporary/Freelance Access
    • Executive Access
  • Audit and cancel unnecessary SaaS accounts.

Scope of Work

The vendor will be responsible for the following tasks:

A. IT Security Enhancements

  1. Google Workspace Security:
    • Restrict file-sharing to approved domains.
    • Set up admin-level control for document access and editing rights.
    • Implement permissions for shared drives with restrictions on external sharing.
    • Establish alerts for unauthorized sharing.
    • Ensure external collaborators are identified and removed.
    • Implement an automated bulk removal process for unauthorized external access.
    • Provide a security checklist for ongoing monitoring post-project completion.
    • KPI: No unauthorized data access incidents post-implementation.
  2. ClickUp Security & Optimization:
    • Restrict workspace deletion rights.
    • Define clear permissions for different user roles.
    • Secure project workflows to prevent accidental data loss.
    • Optimize folder structure and accessibility levels.
    • Automation: Ensure that tagged tasks in ClickUp notify users via Slack.
    • Provide a training document for future ClickUp users on best security practices.
    • KPI: Ensure proper role-based access with a 100% audit-compliant structure.
  3. Slack, HubSpot, and Other Major Platforms:
    • Ensure only authorized users can export data.
    • Remove external accounts from admin panels and access points.
    • Set up security logs and alerts for unauthorized access attempts.
    • Automation: Integrate Google Drive with Slack and ClickUp for seamless file sharing and notifications.
    • Provide a detailed permissions matrix for Slack, including admin vs. user capabilities.
    • KPI: Reduce unauthorized file-sharing incidents by 90%.
  4. Comprehensive IT Security Audit:
    • Identify vulnerabilities and unauthorized users.
    • Ensure all platforms follow best security practices and regulatory compliance.
    • Develop role-based security clearance levels.
    • Create a security roadmap for ongoing maintenance beyond the projects scope.
    • KPI: 100% completion of security audit with remediation plans for all risks.

B. SaaS Optimization & Management

  1. SaaS Subscription Audit & Optimization:
    • Identify and consolidate redundant SaaS subscriptions.
    • Optimize subscription plans by upgrading or downgrading as needed while ensuring all accounts are set up to take advantage of non-profit pricing whenever applicable.
    • Ensure all billing details are accurate and consistent across platforms.
    • Ensure that all recovery emails are set to Moj's email and establish a Google Voice number for authentication when a phone number is required. Additionally, Moj will be set up as the super admin, with their cell phone designated for authentication purposes.
    • Establish a master SaaS management document detailing:
      • Subscription costs and billing details.
      • Renewal dates and auto-renewal status.
      • Responsible administrators for each tool.
      • Security settings and access permissions.(all must be saved to 1Password with 2-Factor authentication)
      • List of necessary vs. redundant SaaS tools.
    • KPI: Reduce SaaS spending by at least 20% without compromising functionality.
  1. Hiring Automation & Recruitment Support
    • Automate New Joinee Onboarding
      • Create a ClickUp form for new hires to upload ID, utility bills, proof of employment, and other documents.
      • Ensure that all submitted documents are automatically stored in a structured Google Drive folder, categorized by the candidate's name.
    • Streamline Hiring Approvals & Rejections
      • Implement an auto-rejection system in ClickUp that sends a regret email to applicants who do not meet hiring criteria.
      • Set up automated notifications for hiring managers when qualified candidates progress in the pipeline.
    • Hiring Efficiency & Best Practices
      • Optimize recruitment tracking in ClickUp, ensuring efficient, structured hiring workflows.
      • Provide SOPs and automation solutions to improve interview scheduling, follow-ups, and offer letter processing.

Job Details

  • Location: Remote
  • Hours: 40hrs/week

Submit your application here

Note: We are not considering applications from agencies or recruiters at this time. Only individual candidates will be reviewed.

About Us

Who We Are: Trolley is an online marketplace and platform that pairs best-in-class people with best-in-class companies.  We are the future of work, create, and play, powered by our proprietary LiveWorkOS.

What We Do:  Trolley builds world-class teams using best-in-class SaaS tools, AI, and project management systems.  Our mission is to empower professionals with world-class training and the latest tools to work smarter, faster, and more efficiently.

Why Join Us?

  • Work with the Best: We recruit globally to connect top talent with forward-thinking companies.
  • Tech-Driven Efficiency: Leverage the latest AI and tools to amplify your impact.
  • Human-Centric Approach: Our systems are designed to support and elevate people, not replace them.
  • Training for Success: We provide world-class training to ensure you excel in every aspect of your role.

Be Part of the Future of Work.  Trolley is now accepting applications from ambitious professionals who want to work at the intersection of technology and creativity.  Join us in shaping the next era of work.


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