Operations & Systems Specialist

Operations & Systems Specialist

Operations, Execution & Ownership

Applecross WA | Full-Time | In-Office Role

🔥 About the Role

We are seeking a highly structured, execution-focused Operations & Systems Specialist to take ownership of operational discipline across Intense Health and our six clinic locations.

This is not a role for someone who wants to simply observe or assist — this is a role for someone who takes ownership, solves problems and executes at a high level every day.

You will work closely with the founders to understand how the business operates, execute established systems at a high standard and progressively take greater ownership of daily operational performance.

This role is particularly important as our founders progressively transition away from managing every aspect of the business day-to-day.

Strong systems, accurate reporting, clear communication and consistent execution are what allow leadership to maintain visibility across the business.

For that reason, the initial focus of this role is to master and execute our existing systems at an exceptionally high standard.

Over time, once you deeply understand the business and have demonstrated consistent execution, we absolutely want you to help us improve, strengthen and scale those systems.

⚙️ Our Approach: Mastery Before Optimisation

Our systems, reporting structures and operational processes have been developed over many years and are how the founders maintain visibility, consistency and control across six clinic locations.

Our philosophy for this role is simple:

Mastery before optimisation.

During approximately your first 3–4 months, you will be expected to learn and execute our existing systems, reporting processes, communication standards and workflows as they are established.

You may identify opportunities for improvement during this period — and we absolutely value people who naturally see smarter, more efficient or more scalable ways of working.

However, we expect you to first understand:

• Why a system exists.
• How it connects to the wider business.
• What information leadership relies upon.
• What dependencies exist.
• What could be affected by changing it.

This requires patience and discipline.

We are not looking for someone who joins the business and immediately begins changing processes because they would personally do them differently or because another workplace operated in a different way.

We are looking for someone who can first demonstrate:

“I understand the system. I can execute it consistently. I can be trusted to maintain it. Now I understand it well enough to help make it better.”

Once that foundation has been established, we want your systems thinking.

Long term, the right person will be encouraged to identify inefficiencies, improve workflows, strengthen reporting, introduce better processes and automation where appropriate, and help us build increasingly scalable operational systems.

Improvement comes after understanding and mastery — not before.

🧭 Supporting Leadership & Taking Ownership

A key purpose of this role is to progressively remove operational workload from the founders and leadership team, while maintaining the visibility, communication standards and reporting structure they rely on to run the business.

During the initial months, the successful candidate will be expected to learn and work within our existing leadership communication, reporting, deadline and escalation structures.

This means understanding:

• What information leadership needs and when they need it.
• How information is currently communicated and reported.
• Which deadlines and reporting rhythms are critical.
• What requires escalation and what should be resolved independently.
• How established procedures are followed accurately and consistently.
• How to take increasing ownership without creating additional management workload for leadership.

Initially, we expect the successful candidate to adapt to the established way the business operates — not expect the business or leadership team to adapt to their preferred way of working.

We are looking for someone who can take an established procedure, reporting structure or communication process and execute it with exceptional accuracy, consistency and discipline.

The first measure of success in this role is not how quickly you change things. It is whether leadership can confidently hand responsibilities to you knowing that they will be completed correctly, communicated appropriately, followed through by the required deadline and escalated when necessary.

As trust develops, communication becomes well established, and you demonstrate a strong understanding of both our systems and our culture, your level of ownership will progressively increase.

At that point, we absolutely want your ideas.

We want the right person to eventually challenge inefficiencies, strengthen systems, improve reporting, introduce automation and help us scale. But this comes after you have demonstrated that you understand the business, can protect its culture and standards, and can reliably execute what already works.

First understand it. Then execute it exceptionally well. Then own it. Then improve it.

⚙️ Key Responsibilities

The position includes:

• Maintaining and following established operational procedures.
• Enforcing standards across administrative workflows.
• Coordinating staff schedules and roster adjustments.
• Monitoring compliance and daily execution.
• Tracking operational performance metrics.
• Maintaining accurate and consistent reporting.
• Ensuring tasks and commitments are completed accurately and on time.
• Providing structured oversight to the administration team.
• Following up on deadlines, responsibilities and outstanding tasks.
• Holding team members accountable to agreed standards.
• Supporting the resolution of operational issues.
• Maintaining clear and usable process documentation.
• Communicating clearly and proactively with leadership.
• Assisting in maintaining scalable operational systems.
• Over time, identifying opportunities to improve efficiency, systems, automation and workflows once you have developed a strong understanding of the business.

This is a hands-on role focused on execution, ownership and consistency.

🧠 Who This Role Suits

This position is particularly suited to someone who:

• Thrives in a structured, performance-focused environment.
• Naturally thinks logically and systematically.
• Has exceptional attention to detail.
• Enjoys systems, processes, data and organisation.
• Takes ownership of responsibilities and follows through.
• Can execute an established process consistently, even when they can already see potential improvements.
• Has the patience to understand the whole system before changing individual parts.
• Is comfortable enforcing standards and holding others accountable.
• Can have difficult conversations when required.
• Works calmly and consistently under pressure.
• Values accuracy, reliability and discipline.
• Communicates proactively rather than requiring constant follow-up.
• Respects deadlines and understands the importance of reporting.
• Is comfortable receiving constructive feedback and using it to improve.
• Is solutions-focused rather than focused on explaining why something could not be done.
• Is looking for a long-term opportunity within a growing business.

🚫 This Role Will NOT Suit

This role is unlikely to suit someone who:

• Prefers loosely structured working environments.
• Avoids accountability or difficult conversations.
• Requires frequent follow-up to complete commitments.
• Struggles with detailed reporting or documentation.
• Prefers improvisation over established processes.
• Becomes frustrated by having to follow an existing system before changing it.
• Wants to immediately redesign processes without first understanding their purpose and dependencies.
• Is looking primarily for a highly social or people-driven role.
• Is uncomfortable receiving direct, constructive feedback.

🎯 Background & Experience

Relevant backgrounds may include:

• Engineering — highly regarded.
• Industrial Engineering.
• Operations or logistics.
• Compliance or systems-based roles.
• Technical or spreadsheet-heavy environments.
• Process-driven administration.
• Systems or workflow coordination.
• Project coordination.
• Other highly structured operational environments.

Experience in the fitness industry is not required.

We are particularly interested in how you think, organise, execute, communicate and take ownership, rather than whether you have previously worked in our industry.

🏢 Work Structure

This is a full-time, in-office role based in Applecross, Perth.

Working hours:

Monday: 8:00am – 5:00pm
Tuesday: 9:00am – 5:00pm
Wednesday: 9:00am – 5:00pm
Thursday: 9:00am – 5:00pm
Friday: 9:00am – 4:30pm
Saturday: 10:00am – 12:00pm

Consistent in-office presence is required. Remote work is not available.

Applicants must be currently based in Western Australia and have full working rights in Australia at the time of application.

This role does not offer visa sponsorship at commencement.

We are looking to appoint the right person as soon as possible, and candidates available for an immediate or near-immediate start will be highly regarded.

📩 Application Instructions — Please Read Carefully

Attention to detail, following instructions and completing tasks thoroughly are important components of this position.

The way you complete the application process is therefore also part of our assessment.

To apply, please submit ALL of the following:

1. Your current CV/resume.

2. A cover letter answering each of these five questions:

• How do you see yourself in the next three years?
• What type of work environment allows you to perform at your best?
• What type of work frustrates you the most?
• Describe a specific process or system you improved in a previous role. What did you change and what was the outcome?
• Your current notice period, if presently employed

3. Your completed DISC Personality Profile, including the first results page showing your DISC profile/pie chart.

DISC Personality Assessment:
Complete the DISC Personality Assessment

Please attach either a screenshot of the first results page showing your DISC profile/pie chart or a shareable link that opens directly to your results.

Screenshots containing only the written explanations are not sufficient.

4. Your completed Ray Dalio / PrinciplesYou Personality Report (PDF).

Applications that do not include all requested information will not be reviewed.

Please take the time to read the role carefully and ensure your application is complete before submitting it.

🚀 Final Note

We are building a high-performance, systems-driven business where reliability, accountability, visibility and consistent execution are essential.

We are not looking for someone to simply “help”.

We are looking for someone who can progressively take ownership.

At the same time, we are not looking for someone who will simply follow systems forever.

For the right person, the longer-term opportunity goes well beyond maintaining what already exists.

We want someone who first learns the business deeply, earns trust through consistent execution and then uses their analytical and systems-thinking abilities to help make Intense Health stronger, more efficient and increasingly scalable over time.

Master it. Own it. Then help us make it better.