Head of Business Systems

Actionstep is a pioneer in the development and sale of software-as-a-service (SaaS) products, specializing in the delivery of Legal Practice Management software. We are a fast growing, dynamic business with a global customer base of more than 50,000 users and a team of over 220+ in the USA, Australia, UK, Canada and New Zealand.

THE PURPOSE OF YOUR ROLE

The mission of the Head of Business Systems is to ensure Actionstep’s core enterprise systems operate as a coherent, reliable, and scalable ecosystem that supports global growth, operational excellence, and data integrity.

Reporting to the VP of Finance, this role is accountable for defining and maintaining clear systems of record, ensuring high-quality data flows between systems, and aligning business processes across all departments (Finance, HR, Customer Support, Customer Success, Technology, Product, Sales etc.). This role is also responsible for translating the company’s AI adoption strategy into practical system, process, and workflow execution. The Head of Business Systems ensures systems enable the business rather than constrain it.

WHAT YOU WILL BE DOING

In this role, you will be accountable for…

• Microsoft 365, Microsoft Teams & Information Architecture
• Define standards for document storage, approvals, and collaboration across Teams, SharePoint, and OneDrive
• Ensure critical business artifacts (contracts, approvals, policies) are consistently linked to systems of record
• Outline and proliferate company wide standards for communication to improve efficiency and productivity
• Reduce reliance on undocumented decisions, shadow files, and tribal knowledge

Business Systems Architecture & Strategy

• Own the end-to-end architecture of Actionstep’s enterprise systems, including NetSuite, Salesforce, Zone Billing, Zendesk, Planhat, Ramp, and Microsoft 365
• Define and document systems of record for all major data domains (e.g. Customer, Contract, Subscription, Revenue, Spend, Vendor)
• Ensure systems configuration and integrations align with agreed global business processes
• Establish a multi-year enterprise systems roadmap aligned with business strategy
• Maintain real-time documentation of company-wide standards
• Embed AI‑native principles into enterprise system design to ensure new tools, integrations, and workflows can leverage AI efficiently and safely.
• Translate AI adoption priorities set by the CFO, VP of Finance, CTO, and other leaders into system and workflow execution across the enterprise.
• Partner with Finance, RevOps, Technology, and Product to implement AI capabilities that enhance operational scalability and reduce manual work.

Data Integrity & Integration

• Design, maintain, and monitor reliable integrations between systems
• Eliminate bidirectional data conflicts and ambiguous data ownership
• Implement validation rules, reconciliation processes, and data quality controls
• Partner with Finance and RevOps to ensure billing, revenue, and spend data is accurate, auditable, and trusted
• Establish a scalable data architecture that supports consistent, high‑quality, AI‑ready Business Intelligence reporting.
• Ensure data structures, lineage, and integration logic are AI‑ready, and implement controls that prevent inaccurate or unverified AI‑generated outputs from entering core systems

System Governance & Change Management

• Act as the primary owner for cross-system change control and governance
• Evaluate, prioritize, and approve new system requests, integrations, and automation initiatives
• Prevent unmanaged tool sprawl and regional process divergence
• Establish standards for documentation, configuration, and release management

Spend & Payables Systems Enablement

• Own the operational integration between Ramp and NetSuite
• Define rules for vendor creation, approvals, GL mapping, and documentation
• Partner with Finance to ensure spend systems support strong internal controls
• Improve visibility, accuracy, and timeliness of global spend data

As AI becomes a core capability across Actionstep’s operating model, this role also plays a key part in driving AI‑enabled operational execution.

AI Enablement & Adoption

• Translate AI strategy and priorities from CFO, VP Finance, CTO, and other leaders into practical system configurations, processes, workflows, and training.
• Develop and maintain clear documentation, guidelines, and operating procedures for AI‑assisted workflows.
• Ensure AI tools and workflows comply with internal security, privacy, and data governance standards.
• Partner with cross‑functional teams to identify high‑value opportunities for AI‑enabled automation and to measure the impact of AI adoption across the business.

Relationship Management:

• Build and maintain strong working relationships with all internal and external parties ensuring transparent, proactive and effective communication always
• Proactively contributing to meetings with the view to add value in a constructive manner
• Professional Development:
• Actively looking to build own career through delivery of self and assisted professional development initiatives
• Staying abreast of functional industry best practice patterns, products and technologies and assisting in process improvement activities as required
• Continuous Improvement:
• Proactive in identifying and participating in the continuous improvement of processes and procedures within the Relevant Team department
• Actively contribute to the development and maintenance of a strong department culture ensuring knowledge and experience is shared
• Health & Safety:
• Assume responsibility for your own and others safety and wellbeing, following all safety and wellbeing procedures and instructions, including reporting hazards, incidents and accidents and participating in safety and wellbeing initiatives and programmes as required
• Undertaking any other reasonable duties as required

Essential Experience & Qualifications:

• 8+ years experience in business systems, operations, or enterprise applications in a SaaS environment
• Deep hands-on experience with ERP and CRM platforms (NetSuite and Salesforce strongly preferred)
• Strong understanding of SaaS operating models and subscription fundamentals
• Proven experience designing and managing system integrations and data governance
• Demonstrated ability to lead cross-functional initiatives without direct authority
• Excellent communication and stakeholder management skills
• Systems thinker with a bias toward clarity, structure, and scalability
• Strong understanding of data models and governance required for safe and scalable AI adoption.
• Ability to design processes that are AI‑native, reducing manual work and maximizing automation opportunities.

Personal Skills, Attributes & Behavioural Competencies:

• Ability to work in both team and individual capacities
• Ability to manage multiple streams of work effectively
• Ability to manage your daily workload through best practice time management techniques
• Great communication and interpersonal skills
• Passionate about teamwork and collaboration
• Curiosity and fluency with emerging AI tools, and a bias toward leveraging AI to simplify and scale operations.

WHO YOU WILL WORK WITH

Reports To:

VP of Finance

We have a fantastic and inspirational working environment! 

• Robust medical, dental, vision offerings
• 401K with company match
• Flexible working and PTO
• Take your birthday off
• Frequent team building events 
• Fantastic training and development opportunities

• 155k-175k Salary Range