The Systems & Process Manager owns the design, implementation and ongoing integrity of operational systems and processes across Studio Messa. Sitting within the Business and Shared Services department and reporting to the Director of Business and Shared Services, this role is responsible for understanding how each department works, identifying where systems and processes can be stronger, and building solutions, whether through direct process design, tool configuration, or direction of the AI Systems Developer.

The Systems & Process Manager is the custodian of how work flows across the studio, from project delivery to cross-departmental handoffs, and is accountable for ensuring that Studio Messa's tools, systems and procedures keep pace with the business. IT vendor management and cybersecurity oversight sit within this role as a current remit while these functions are consolidated within the broader team structure. The role works in close collaboration with the Director of Business and Shared Services on policy documentation and governance, ensuring operational process design translates into policy that can be upheld across the organisation. Where a problem calls for an AI or automation solution, the role directs an AI Systems Developer to build it. Where it does not, the Systems & Process Manager designs and implements it directly.

The role works across all departments as an embedded advisor and implementer, gathering requirements from team leads, making considered recommendations on process and tooling, and building the frameworks that guide how work gets done. Governance and policy sign-off sits with the Director of Business and Shared Services. The Systems & Process Manager owns the execution and maintenance.

Process Design & Implementation

- Own the design and implementation of cross-departmental processes and procedures across Studio Messa
- Consult with each department to understand their workflows, gather requirements, and identify process gaps & efficiencies
- Write, document and maintain process maps, standard operating procedures and delivery frameworks




- Facilitate cross-departmental alignment on how work flows between teams, particularly across project delivery
- Update and iterate on processes as the business evolves, ensuring they remain accurate and useful

Systems & Tools Management

- Act as custodian of Studio Messa's core business systems (Asana, Paprika, Xero, Google Workspace and any future tools)
- Identify where tools are being underutilised or where manual workarounds (e.g. Google Sheets) can be replaced with better system use
- Make and implement recommendations on tool configuration, adoption, and where necessary, replacement
- Lead the migration of key workflows into appropriate platforms, including the consolidation of Google Sheets-based processes into Asana or equivalent
- Manage external IT and security service providers, ensuring services remain reliable, secure and fit for purpose
- Oversee cybersecurity compliance and risk management in line with company policy and legal requirements, escalating material risks to the Director of Business and Shared Services
- Manage and direct an AI Systems Developer, providing clear briefs on what to build and why
- Identify opportunities where AI and automation can solve process or integration problems
- Oversee internal AI and IP development, ensuring solutions are practical, documented and maintained
- Stay current on AI tools and technology relevant to Studio Messa's operations and project delivery

Governance & Reporting

- Operate within the policy and governance frameworks set by the Director of Business and Shared Services
- Escalate material risks, system failures, and significant process decisions appropriately




- Maintain clear documentation of all systems, processes and vendor arrangements

Qualifications & Experience

- Minimum 5 years of experience in a business operations, systems or process management role, with demonstrated hands‑on exposure across multiple departments or business functions - including business process design, systems implementation, or operations management.
- Experience managing vendors or external service providers
- Working knowledge of Australian IT and security compliance requirements, including the Privacy Act 1988, Australian Privacy Principles, and Notifiable Data Breaches scheme, with the ability to ensure Studio Messa's systems and security practices meet relevant legal obligations.
- Experience briefing or directing technical staff on AI or systems builds is highly regarded. You do not need to be a developer, but you need to know enough to ask the right questions and evaluate what you're being told.
- Relevant qualification in business, operations, information systems or a related field preferred - equivalent professional experience equally considered.

Skills

- Strong working knowledge of project management and workflow tools (experience with Asana highly regarded)
- Familiarity with budgeting or resource planning tools (experience with Paprika an advantage)
- Comfortable working with Xero or similar finance systems at an operational level
- A working understanding of generative AI tools, capabilities and limitations, including familiarity with platforms such as ChatGPT, Claude, or similar, and the ability to identify where AI and automation can solve a business problem
- Genuine experience doing process work hands‑on, including but not limited to: writing SOPs, mapping workflows, implementing change, not just overseeing it
- Strong stakeholder skills, you can build trust with department heads, ask the right questions, and bring people along through change
- Can make recommendations confidently and adapt when challenged with positive reasoning

#J-18808-Ljbffr

📌 Systems & Process Manager (City of Sydney)
🏢 Studio Messa
📍 City of Sydney