Notion Administrator

About Outpace Professional Services OPS delivers enterprise-grade ERP, automation, and sovereign technology solutions for ambitious businesses that need to move fast without sacrificing quality. From startups to large-scale global operations, we provide the expertise clients need, when they need it, without the overhead of traditional consulting firms. Our team specialises in Odoo ERP, hyper-automation, systems integration, and operational transformation, helping organisations build scalable, efficient, and fully controlled technology ecosystems. At OPS, we value agility, transparency, and excellence without ego. We move quickly, solve real problems and focus on delivering measurable impact for every client we work with. Role Summary The Notion Administrator owns the design, governance, maintenance, and adoption of Notion across the Outpace Group. This person manages databases, permissions, templates, automations, documentation standards, user training, and cross-department workflows. Direct experience administering Notion workspaces is a major advantage. Reporting Line Reports to the cloud administrator Works closely with People Ops, Finance, RevOps, Marketing, Delivery Ops, Executive Operations, and IT/security. Mission Make Notion a reliable operating system for the group: clean databases, clear ownership, useful automations, consistent documentation, trained users, and trusted information architecture. Core Responsibilities Manage and improve Notion databases across the Outpace Group: hiring plans, JDs, operating plans, department trackers, project trackers, knowledge bases, and executive dashboards. Design database schemas, properties, relations, rollups, views, templates, formulas, and status workflows. Build and maintain Notion automations, reminders, notifications, recurring workflows, and cross-database workflows. Create user-friendly templates for JDs, role scorecards, meeting notes, project plans, department updates, SOPs, and operating reviews. Own Notion permissions, workspace hygiene, naming conventions, archival rules, page structure, and governance standards. Train users across departments so Notion becomes adopted properly rather than becoming a messy document dump. Partner with AI Ops and RevOps on integrations between Notion, CRM, automation tools, AI agents, and reporting workflows. Audit workspace quality and fix broken database structures, duplicate pages, stale content, missing owners, and inconsistent workflows. Document how each major database works and who owns it. Required Profile Strong Notion power-user or Notion administrator experience. Excellent understanding of databases, relations, rollups, views, templates, formulas, and workspace architecture. Able to translate messy business needs into clean systems and workflows. Strong training and enablement skills for non-technical users. Highly organized with strong judgment around permissions, information hygiene, and usability. Preferred Profile Direct experience working at Notion, as a Notion consultant, or as a dedicated Notion workspace administrator is a huge plus. Experience with Notion automations, Notion API, Zapier/Make, Slack, Google Workspace, CRM tools, or AI workflow tools. Experience managing company operating systems, knowledge bases, project databases, or internal enablement systems. Success Metrics Clean, trusted, and actively used Notion databases across departments. Reduced duplicate trackers, stale pages, and confusing database structures. User adoption and training completion across key teams. Automations and templates that reduce admin work and improve execution speed. Clear ownership and governance for every major database. First 90 Days Audit the current Notion workspace, databases, permissions, templates, and usage patterns. Create a prioritized cleanup and governance plan. Stabilize the highest-impact databases: hiring/JDs, operating plans, executive tracking, department dashboards, and knowledge base. Launch basic user training and Notion usage standards. Build the first set of automations and templates that reduce manual admin work.