PDF Forms Operations Specialist

Ruby Labs Ltd.

Job Overview

Location

European Union

Job Type

Full-time

Full Job Description

📋 Description

• We are looking for a highly meticulous PDF Forms Operations Specialist to own and scale the forms library for one of our core D2C subscription products.
• You will be fully responsible for sourcing, formatting, and publishing fillable PDF forms — tax, administrative, and business documents across multiple markets — used by hundreds of thousands of customers.
• This is a hands-on, detail-driven role suited for someone who thrives on meticulous, repetitive work done to a consistently high standard.
• The operation is scaling its output 5–10x, and every form you ship is used by thousands of customers from day one.
• Sloppy fields, broken tab orders, and inconsistent formatting are not acceptable.
• The bar is high and so is the upside — performance here is directly and significantly rewarded, and strong operators take on bigger scope fast.
• KEY RESPONSIBILITIES
• PDF FORMS PREPARATION
• Source official forms (tax, administrative, business) across multiple countries and markets
• Format them into clean, fillable PDFs in Adobe Acrobat — field types, alignment, tab order, validations
• Ensure forms render correctly across desktop and mobile and behave consistently in the product editor
• Audit existing forms and continuously improve quality, fillability, and consistency
• CONTENT LIBRARY MANAGEMENT
• Upload and manage forms in the CMS with accurate categories, metadata, and discoverability
• Maintain a clean, well-organized library as output scales 5–10x
• Own quality checks before publication — every form ships correct the first time
• PROCESS & VELOCITY
• Drive weekly output targets in a high-velocity production process
• Use AI tools to accelerate sourcing, formatting, and library operations
• Partner with the content and product teams to prioritize new forms based on market demand

🎯 Requirements

• MUST-HAVE EXPERIENCE
• 2+ years in content operations, document operations, or a similar hands-on production role
• Hands-on expertise with Adobe Acrobat form preparation — field types, alignment, tab order, calculations, validations
• Experience working in a CMS — uploading, organizing, and managing structured content
• Proven track record of high-accuracy, high-volume production work
• Hands-on familiarity with AI tools (ChatGPT, Claude, or similar) to boost personal efficiency
• OPERATING ATTRIBUTES
• Extreme attention to detail — you catch what others miss, consistently
• Genuinely comfortable with repetitive, meticulous work — this is where you do your best work, not what you tolerate
• Self-directed — you drive your queue forward without needing constant direction
• Organized by default — large content libraries stay clean and structured under your ownership

🏖️ Benefits

• Remote Work Environment: Embrace the freedom to work from anywhere, anytime, promoting a healthy work-life balance
• Unlimited PTO: Enjoy unlimited paid time off to recharge and prioritize your well-being, without counting days
• Paid National Holidays: Celebrate and relax on national holidays with paid time off to unwind and recharge
• Company-provided MacBook: Experience seamless productivity with top-notch Apple MacBooks provided to all employees who need them
• Flexible Independent Contractor Agreement: Unlock the benefits of flexibility, autonomy, and entrepreneurial opportunities

📍 Location

• Ruby Labs operates within the CET (Central European Time) zone
• Applicants from any country are welcome to apply for the position as long as they are located within approximately ± 4 hours of CET

Skills & Technologies

Ruby

Remote

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Ruby Labs Ltd.

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About Ruby Labs Ltd.

Ruby Labs Ltd. is a London-based product studio that builds and scales consumer subscription mobile and web applications. The company focuses on health, wellness, and productivity verticals, developing apps such as Hint, Able, and the award-winning fitness platform FitCoach. Using data-driven growth and proprietary technology, Ruby Labs rapidly prototypes, launches, and iterates products to serve millions of global users. The team combines engineering, product design, and performance marketing expertise to create sustainable digital businesses. Founded in 2018, Ruby Labs operates a portfolio of self-funded apps, emphasizing user privacy, scientific validation, and long-term customer value.

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