The Business Systems & Technology Analyst is a cross-functional role responsible for helping identify, organize, communicate, document, and execute business systems improvements across Salzman Group.

This role reports to the Director & Chief Architect of Business Systems & Technology and works as a peer contributor alongside internal developers and other department resources. It is not a people-management role. Instead, it is a highly collaborative position focused on:

• Project orchestration
• Stakeholder communication
• Workflow analysis
• Documentation
• Light technical implementation
• AI-assisted productivity improvement
• Governance support
• QA/testing
• Reporting support
• Practical problem solving

The ideal candidate is curious, organized, technically capable, and comfortable working with people across many different departments. They do not need to be the deepest expert in any single platform on day one. More important is the ability to learn how teams work, understand their systems and workflows, ask good questions, identify true needs, and help turn ambiguous operational problems into practical, durable solutions.

This position blends:

• Business analysis
• Technical project coordination
• Workflow improvement
• Documentation
• QA/testing
• Reporting support
• Light coding
• System configuration
• AI tool evaluation
• Policy support
• Internal consulting

The role will work closely with Operations, Warehouse, Accounting & Finance, Sales, Marketing, Customer Support/Tech Support, Product, Purchasing, Logistics, Retail, Roastery Production, vendors, developers, and end users across the organization.

Because Business Systems & Technology operates in a small-team environment, planning is fluid and priorities may shift in response to immediate organizational needs. The right candidate will be comfortable moving between planned project work, urgent operational support, stakeholder communication, documentation, hands-on implementation, and exploratory use of new tools.

This is a largely on-site role based at our offices in Henrietta, NY, with expectations of availability during the normal business week.

Key Responsibilities

Stakeholder Communication & Cross-Functional Discovery

• Work directly with teams across the organization to understand their workflows, pain points, tools, data needs, communication gaps, and operational constraints.
• Interview stakeholders and end users to identify root problems, process gaps, technical needs, training needs, and opportunities for improvement.
• Translate ambiguous requests into clear problem statements, requirements, scopes, workflows, and project plans.
• Help determine whether a problem is best solved through technology, automation, reporting, documentation, training, process improvement, AI-assisted tooling, or some combination of these.
• Serve as an approachable, judgment-free point of contact for teams seeking help from Business Systems & Technology.
• Communicate project status, decisions, blockers, risks, and next steps clearly to both technical and non-technical audiences.

Project Coordination & Orchestration

• Help plan, organize, and coordinate cross-functional technology and business systems projects.
• Maintain project plans, timelines, task lists, owners, dependencies, risks, decision records, and follow-up items.
• Coordinate communication between Business Systems & Technology, internal departments, vendors, developers, leadership, and end users.
• Track project progress and help ensure work is completed, tested, documented, communicated, and adopted.
• Identify blocked or stalled work and help drive it toward resolution.
• Support prioritization discussions by clarifying business impact, urgency, complexity, risk, and resource needs.
• Help create lightweight but durable project structures that fit a small, responsive department where priorities may shift quickly.

Systems, Workflow & Process Improvement

• Learn and support key business systems, including ERP, ecommerce, warehouse, reporting, CRM, support, marketing, logistics, product data, and AI-enabled productivity tools.
• Assist in designing and improving workflows across departments, including sales, purchasing, receiving, fulfillment, product data, customer support, repairs, marketing, reporting, logistics, and roastery production.
• Help standardize workflows across entities, markets, regions, and third-party partners where appropriate.
• Support system configuration, data cleanup, workflow testing, user acceptance testing, and implementation activities.
• Identify opportunities to reduce manual work, prevent errors, improve visibility, and make systems easier for teams to use.
• Recognize when a simple process change, documentation improvement, or training effort may be more appropriate than a custom technical build.

AI Enablement, Governance & Data Control

• Support the responsible adoption of AI tools across the organization to improve productivity, analysis, documentation, reporting, content review, workflow support, and decision-making.
• Help evaluate AI tools, workflows, and use cases for practicality, business value, data sensitivity, security risk, and maintainability.
• Assist in developing and maintaining AI use policies, data control guidelines, acceptable-use standards, and internal best practices.
• Help define where AI tools are appropriate, where human review is required, and where AI use should be restricted due to privacy, security, quality, regulatory, or business-risk concerns.
• Support the lifecycle management of AI tools and AI-assisted workflows, including discovery, testing, approval, rollout, documentation, training, monitoring, and retirement.
• Help teams use AI tools effectively without bypassing data governance, system ownership, brand standards, or operational controls.
• Assist with internal education around AI capabilities, limitations, risks, prompt quality, review expectations, and responsible usage.
• Document AI-supported workflows so they can be reviewed, repeated, improved, and governed over time.

Documentation, Training & Knowledge Management

• Create and maintain clear documentation for systems, workflows, processes, tools, reports, automations, AI-supported workflows, and internal standards.
• Produce SOPs, process maps, training materials, project notes, decision logs, testing plans, user guides, and governance documentation.
• Help document institutional knowledge that currently lives informally across individuals or teams.
• Support team training and ongoing education for new tools, workflows, ERP processes, reporting systems, AI tools, and operational changes.
• Ensure completed projects are left with durable documentation that supports long-term maintainability, adoption, compliance, and continuity.
• Help improve the department's ability to communicate its work clearly to the broader organization.

Reporting, Data & Quality Assurance

• Assist with the development, maintenance, testing, and improvement of business systems reporting.
• Help teams define meaningful KPIs, reporting needs, data sources, expected outcomes, and decision-support requirements.
• Support data integrity initiatives across ERP, ecommerce, product catalogs, warehouse systems, reporting tools, AI workflows, and related platforms.
• Perform QA and validation on workflows, reports, integrations, data changes, system updates, and AI-assisted outputs.
• Help identify and escalate data inconsistencies, broken workflows, missing fields, reporting gaps, process failures, and governance concerns.
• Support analysis work where the organization lacks direct resources, using available reporting, automation, AI, and data tools responsibly.

Technical Implementation Support

• Assist with lightweight technical implementation work where appropriate, including system configuration, report setup, workflow tooling, app configuration, data preparation, testing, documentation, and simple scripting.
• Write or modify light code, scripts, queries, or automation logic when appropriate to support internal tools, analysis, reporting, integrations, or workflow improvements.
• Work with developers and technical partners to communicate requirements, validate deliverables, and support implementation.
• Help bridge the gap between business users and technical implementers.
• Participate in solution design discussions and contribute practical operational context.
• Support adoption of new tools, systems, automations, AI workflows, and business processes after launch.
• Maintain awareness of how changes in one system may affect other workflows, departments, reports, integrations, or data controls.

Vendor & Partner Coordination

• Coordinate with software vendors, implementation partners, third-party logistics providers, service providers, AI tool providers, and external developers as needed.
• Help document vendor requirements, open issues, deliverables, dependencies, risks, and follow-up actions.
• Assist with testing, validation, rollout, and internal communication for vendor-supported projects.
• Help ensure external partners understand the organization's workflows, constraints, data sensitivity, and success criteria.
• Support evaluation of vendor tools and services for operational fit, technical fit, security, maintainability, and long-term value.

Examples of Department Work

Recent departmental work has included:

• Two complete ERP migrations and implementations.
• ERP training, workflow fit-matching, testing, and organizational adoption.
• Business systems reporting toolkits across sales, marketing, product, purchasing, shipping, and logistics.
• Network infrastructure modernization across multiple locations.
• Product dimensioning and warehouse data accuracy initiatives.
• Standardization of cross-market and multi-region workflows with third-party logistics partners.
• Modernization of Shopify microservices and storefront-integrated applications.
• Product data standards and catalog normalization across systems.
• Use of AI-assisted tooling for content auditing, analysis, data review, documentation, and productivity improvement.
• Surge support for marketing, ecommerce, and studio/video production needs.
• Internal process improvement, troubleshooting, documentation, and workflow support across departments.

Required Qualifications

• Experience in business systems, operations, project coordination, technical project management, business analysis, systems implementation, ecommerce operations, ERP support, operations analysis, or a related role.
• Strong ability to learn unfamiliar systems, workflows, departments, and business processes.
• Excellent communication skills with the ability to work comfortably across technical and non-technical teams.
• Strong organizational skills and the ability to manage multiple projects, requests, priorities, stakeholders, and follow-ups at once.
• Ability to translate business needs into clear requirements, documentation, workflows, project plans, and action items.
• Comfort working in ambiguous situations where the problem, owner, scope, priority, or solution may not be immediately clear.
• Strong documentation skills.
• Analytical mindset with a practical, solutions-oriented approach.
• Ability to work respectfully and judgment-free with users of varying technical comfort levels.
• Willingness to perform both coordination work and hands-on implementation support.
• Interest in using AI tools responsibly to improve productivity, analysis, documentation, and business workflows.

Preferred Qualifications

• Experience with ERP systems such as Odoo, Acumatica, NetSuite, Microsoft Dynamics, SAP Business One, or similar platforms.
• Experience with ecommerce platforms, especially Shopify or Shopify Plus.
• Familiarity with warehouse, inventory, purchasing, fulfillment, shipping, CRM, support, marketing, roastery, or product data workflows.
• Experience creating dashboards, reports, data validation tools, or operational reporting.
• Familiarity with APIs, databases, system integrations, data imports/exports, or technical troubleshooting.
• Light coding or scripting experience, especially with JavaScript, Python, SQL, JSON/CSV data handling, low-code/no-code tooling, or automation platforms.
• Experience working with developers, vendors, implementation partners, external service providers, or AI-enabled business tools.
• Familiarity with Google Workspace, Slack, project management platforms, helpdesk systems, BI/reporting tools, workflow automation platforms, AI assistants, or internal knowledge management tools.
• Experience helping define or support technology policies, data governance practices, AI use guidelines, access-control standards, or documentation standards.

Key Traits for Success:

Curious and willing to learn how the business actually works.

Approachable and trusted by people across departments.

Organized enough to bring structure to ambiguous work.

Communicative enough to keep stakeholders aligned without overcomplicating the process.

Technically fluent enough to collaborate with developers, vendors, systems owners, and AI-enabled tools.

Practical enough to know when a process change is better than a custom build.

Responsible enough to recognize when data sensitivity, security, privacy, or governance concerns matter.

Patient and respectful when helping users with different levels of technical comfort.

Comfortable moving between planning, communication, documentation, testing, training, troubleshooting, light coding, and implementation.

Motivated by making other people's work easier, clearer, faster, safer, and more reliable.

What Success Looks Like:

A successful person in this role will help Business Systems & Technology become more scalable, more communicative, more organized, and more durable. They will improve the department's ability to capture requirements, coordinate projects, document decisions, support adoption, evaluate tools, govern AI usage, and deliver solutions that make daily work easier across the organization.

Over time, this person will become a trusted internal resource who understands the organization broadly, helps teams identify their true needs, and works with the department to deliver practical solutions that improve efficiency, accuracy, visibility, data control, governance, and quality of life.

Perks of the Position:

• Modern office setting
• Competitive health and dental insurance plans
• 401(k) plan with company match
• Vacation time, sick time, and paid holidays
• Fully stocked kitchen and beverages available for employees
• DoorDash DashPass membership
• Employee discounts on espresso machines, coffee, and accessories
• Opportunity for long-term growth within a rapidly expanding company and specialty coffee industry
• Work alongside a passionate, knowledgeable team