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 oppor