Glassworks London
Website:
glassworkslondon.com
Company:
https://www.linkedin.com/company/glassworkslondon
Seniority: Mid-Senior level
Industries: Retail Apparel and Fashion
Job details:
Glassworks London is an independent women’s fashion retailer founded in 2010, operating across retail stores, ecommerce, sourcing, product, marketing and fulfilment. We are building a more scalable, systems-led organisation with clearer ownership, better operating visibility and stronger use of AI-assisted workflows.
THE ROLE
We are looking for a highly structured Business Systems & AI Operations Lead to turn repeated work, founder-held knowledge, unclear processes and manual workflows into usable operating systems.
This is not a generic admin, IT support or prompt-writing role. We need someone who can understand messy business problems, extract the logic, build practical workflows, create trackers and dashboards, support AI-assisted processes, and help teams actually use the systems.
The immediate need is to reduce founder dependency by moving important workflows - including recruitment, candidate review, operating standards, meeting follow-up, retail training, ecommerce issue tracking, file management and reporting - into controlled, repeatable systems.
WORKING PATTERN / LOCATION
Full-time remote role. Applicants may be based outside the UK, including India, South Africa or Eastern Europe, but must provide reliable overlap with UK working hours.
Key Responsibilities
- Turn repeated founder-led workflows into clear, usable operating systems.
- Help convert AI-assisted processes into workflows that managers and team members can actually use.
- Build and maintain trackers, dashboards, templates, forms, SOPs and source-of-truth documents.
- Support recruitment workflows, candidate ledgers, screening processes, interview packs and assessment evidence.
- Create workflows that turn meetings, transcripts, notes and decisions into actions, owners, deadlines and evidence.
- Map business processes, handoffs, decision points, blockers and failure points.
- Improve file management, document control, naming, access and source-of-truth discipline.
- Support light business systems administration, access management and IT issue tracking.
- Help teams use approved AI tools safely and effectively without producing generic or uncontrolled output.
- Test workflows with users, identify adoption problems and improve the system.
- Create simple reporting that shows what is working, what is late, what is blocked and what needs a decision.
EXAMPLES OF WORKSTREAMS
- recruitment engines and candidate review workflows;
- retail training, quiz and release-gate trackers;
- meeting-to-action workflows;
- HR onboarding and probation tracking;
- ecommerce issue logs and trading dashboards;
- product data / stock movement trackers;
- marketing and content workflow trackers;
- AI-assisted SOP and training document workflows;
- company file and source-of-truth organisation;
- hardware, access and light IT issue tracking;
- Asana / Google Drive / Google Sheets / forms / dashboards.
What This Role Does Not Own
This role does not independently own:
- final hiring decisions;
- HR/legal decisions;
- brand or creative direction;
- ecommerce trading strategy;
- product buying decisions;
- final people-management decisions;
- major software purchases without approval;
- uncontrolled AI, automation or code changes;
- confidential founder strategy without permission.
The role builds and improves the operating infrastructure. Business owners remain accountable for business judgement and final decisions.
What We’re Looking For
- Evidence of turning unclear work into usable systems.
- Strong structured thinking and practical business judgement.
- Confidence with AI tools, spreadsheets, databases, forms, dashboards and workflow tools.
- Ability to extract knowledge from founders, managers and subject-matter experts.
- Ability to simplify messy processes without over-engineering.
- Strong written communication in a remote environment.
- Good judgement around confidentiality, access, permissions and approval.
- A tool-agnostic approach: you choose the simplest useful system, not the fanciest tool.
- Focus on adoption, not just system design.
- Comfort working across retail, ecommerce, HR, recruitment, marketing, operations and product workflows.
What Good Looks Like
- Founder-held workflows become usable by other people.
- Repeated processes have clear owners, steps, evidence and review rhythms.
- Recruitment, HR, retail, ecommerce and marketing workflows become easier to operate.
- AI outputs become more structured, useful and reviewable.
- Managers know where to find the latest documents, trackers and actions.
- Meetings turn into actions without repeated founder chasing.
- Dashboards show exceptions, blockers and overdue work.
- Systems are actually adopted by users, not just built and abandoned.
- The company becomes less dependent on one person remembering everything.
Click on Apply to know more.
