Business Systems Specialist

Vates is a French software company specializing in virtualization, offering a credible alternative to proprietary solutions on the market. Our Vates VMS solution enables companies to manage their IT infrastructures in a simple, efficient, and controlled way.

We are looking for a Systems Adoption Specialist to bridge the gap between our business teams and the Information Systems team.

You will work directly with teams such as Sales, Customer Success, Marketing, Finance, Support and Operations to understand how they work, identify friction, improve practices and ensure that their needs are properly understood by the Information Systems team.

Your Responsibilities:

User onboarding and enablement

• Own the onboarding and training of employees on internal business systems and related processes.
• Help new employees understand not only how tools work, but also the processes, rules and best practices behind them.
• Provide additional or refresher training whenever adoption gaps or recurring difficulties are identified.
• Create practical training materials, guides and other resources that allow users to become autonomous.
• Adapt training and documentation as systems and processes evolve.

Business process and operational excellence

• Work directly with business teams to understand how work is actually performed and identify unnecessary complexity, inconsistencies or inefficient practices.
• Help define and promote clear, pragmatic and repeatable operational processes.
• Ensure that agreed processes and working methods are understood and consistently applied.
• Identify gaps between documented processes and actual practices and determine their root causes.
• Challenge processes when they no longer serve their purpose rather than enforcing them mechanically.
• Contribute to continuous improvement initiatives across teams and functions.

Systems adoption and usage

• Promote effective and consistent use of business systems across the company.
• Monitor adoption and identify recurring usage problems, workarounds or incorrect practices.
• Determine whether a problem should be addressed through training, documentation, process improvement, configuration changes or system development.
• Help teams get the most value from the tools already available before introducing unnecessary complexity or additional systems.
• Work with the Information Systems team to improve usability and reduce operational friction.

Voice of the user

• Maintain close contact with users and actively collect feedback, pain points and improvement opportunities.
• Understand the underlying problem behind user requests rather than simply forwarding feature requests.
• Distinguish between bugs, usability issues, missing functionality, process problems, configuration issues and knowledge gaps.
• Translate business needs into clear and actionable requirements for the Information Systems team.
• Provide context, use cases and expected outcomes so that technical teams can make informed decisions.
• Close the feedback loop with users when changes are delivered.

Documentation and knowledge management

• Create and maintain clear documentation for business systems, processes and operating practices.
• Ensure documentation remains aligned with actual system behavior and current processes.
• Structure knowledge so that employees can find answers quickly and solve common problems autonomously.
• Identify recurring questions or incidents that should result in better documentation or training.
• Use modern tooling, including AI-assisted tools where appropriate, to accelerate documentation, training-content creation, feedback synthesis and knowledge management.

Cross-functional collaboration

• Act as a day-to-day interface between business users and the Information Systems team.
• Build strong working relationships with managers and operational teams across the company.
• Collaborate with system administrators, developers and data teams when improvements require changes to tools, integrations or data.
• Help prioritize improvement opportunities based on user impact, operational value and effort.
• Facilitate the rollout and adoption of new tools, features and processes.

Required Skills:

• Strong ability to understand how business processes and information systems interact.
• Experience working with business applications such as CRM, ERP, support, finance, marketing automation, collaboration or reporting tools.
• Experience designing and delivering user training or onboarding.
• Strong documentation and knowledge-management skills.
• Ability to observe operatio