Systems And Data Manager

Role Purpose

Build and maintain the systems, data structures, and workflows that help NAYA operate efficiently and grow. The Systems and Data Manager will ensure business information is accurate, organized, secure, and accessible; software is properly maintained; and teams follow clear, practical processes.

This hands-on role combines business systems administration, data management, process improvement, and documentation.

Key Responsibilities

1. Business Data and Reporting

Establish consistent standards for collecting, naming, storing, updating, and sharing business data.

Organize and maintain master records, including products, materials, suppliers, customers, and inventory locations.

Identify and resolve duplicate records, missing information, and inconsistencies across systems.

Develop dashboards and reports that give managers reliable visibility into performance, exceptions, and outstanding actions.

Assign clear data ownership and work with departments to maintain accuracy.

2. Systems Administration and Support

Administer SharePoint, company email, shared drives, databases, and business software, including user accounts, permissions, and configurations.

Maintain a register of software, subscriptions, licenses, renewals, system owners, and support providers.

Plan and coordinate software updates, configuration changes, and integrations, and test them before wider rollout.

Troubleshoot system issues and coordinate with external IT providers or software vendors when specialist support is required.

Manage employee system access during onboarding, role changes, and offboarding.

3. Workflow and Process Improvement

Map workflows across departments and identify unnecessary steps, duplicate entry, manual work, and delays.

Simplify processes and establish clear responsibilities, approval steps, and departmental handovers.

Implement practical automations and integrations that improve efficiency and reduce errors.

Gather user requirements, assess suitable tools, and coordinate implementation and adoption.

Monitor whether process changes deliver the intended improvements.

4. SOPs and Knowledge Management

Write and maintain clear SOPs, work instructions, forms, templates, and process maps with departmental owners.

Build an organized SharePoint knowledge center with consistent folder structures, document ownership, version control, and review dates.

Train employees on systems, data standards, and approved workflows.

Review how teams use systems and address gaps in understanding or compliance.

5. Information Security and Continuity

Maintain appropriate access controls, secure sharing practices, and data retention arrangements.

Coordinate backups and periodically verify that critical information can be restored.

Document system configurations, dependencies, and recovery procedures.

Track system incidents and implement measures to prevent recurring problems.

Qualifications and Experience

Degree in Information Systems, Computer Science, Business Analytics, Operations Management, or a related field, or equivalent practical experience.

At least four years of relevant experience in business systems, data management, systems administration, or process improvement.

Practical experience administering Microsoft 365, SharePoint, and business applications.

Strong Excel skills and experience with databases, reporting tools, and workflow automation.

Ability to write clear SOPs and translate business needs into workable system requirements.

Experience with inventory, manufacturing, retail, e-commerce, or accounting systems is an advantage.

Familiarity with Shopify, Unleashed, QuickBooks, Power BI, and Power Automate is desirable.

Key Competencies

Analytical thinking, attention to detail, practical problem-solving, clear communication, project coordination, confidentiality, and the ability to train and support users across different functions.

Performance Measures

Improved data accuracy and fewer duplicate or incomplete records.

Reduced manual entry, processing time, and workflow duplication.

Reliable systems and timely resolution of recurring issues.

Current SOPs with clear ownership and consistent use.

Timely, accurate management reports.

Effective access controls, verified backups, and timely software maintenance.

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