Role

Hire an AI ops coordinator

It writes down how your company does things, so the answer stops living in whichever colleague happens to be on holiday.

What this worker is

An AI ops coordinator in Polaris is a worker you hire to document and move operational work. It writes standard operating procedures from what people describe, prepares vendor comparisons with sourced pricing, keeps cross-team dependencies visible as tasks, and maintains the checklists that recurring processes run on. People approve the process, choose the vendor and sign anything binding.

Typical output: SOP set plus a comparison table
Core connections: Slack, Notion, Google Drive
Illustrative task: 3.2 human-hours, $6.40

What this worker is great at

Writing procedures that survive contact with a new hire. Somebody describes the process out loud in whatever order it comes out, and the worker returns numbered steps, the decision points marked, the exceptions listed at the end rather than tangled into the middle, and the questions it could not answer at the top. That last list is usually where the actual process problem is.

Vendor work is the second strength. Four suppliers, the published prices, what each one includes at that price, the terms that differ, and a source for every figure. It produces the comparison table your finance lead asks for and rarely receives, and it marks the fields where the vendor publishes nothing so the gap is visible instead of blank.

The third is keeping cross-team work honest. Operations is largely the work of noticing that team A is waiting on team B and nobody has said so out loud. The coordinator writes that down every week, with names on it.

What to connect it to

Slack
Where the operational reality is discussed. The Inbox turns those messages into prefilled task suggestions rather than losing them in scrollback.
Notion
When the process wiki lives there and new procedures have to extend it rather than start a rival library.
Google Drive
For the procedures, comparison tables and templates the rest of the company already looks for there.
Web search
For vendor pricing and terms, cited page by page so the comparison is checkable.

A realistic first week

1
Monday: the process only one person knows
Whatever breaks when a specific colleague is away. Dictate it into the task and get the numbered version back with the gaps listed.
2
Tuesday: a vendor comparison
Four suppliers for something you are about to buy. Acceptance criteria: a source URL for every price, and unpublished figures marked as unpublished rather than estimated.
3
Thursday: the recurring checklists
Turn the monthly operational routine into a task template with the acceptance criteria written in.
4
Friday: the blocked list
Who is waiting on whom, across every workstream, in one document with names and dates.

Where the human stays in charge

The coordinator prepares

Numbered procedures with gaps flagged
Vendor comparisons with sourced pricing
A cross-team blocked list, named and dated
Checklists for recurring operational work

You do

Approve the process as the way it is done
Choose the vendor and negotiate terms
Place orders and sign contracts
Decide what the team stops doing

What an AI ops coordinator is not good at

It cannot buy anything. No orders, no bookings, no signatures, no commitments to a supplier, all of which is deliberate. It also cannot tell you whether the vendor is any good to deal with once the contract is signed, because that information is in your network and not on a pricing page.

It has no view of the physical world. Stock counts, deliveries and whether the room is actually free are things a person tells it, and a procedure it writes will describe what was described to it rather than what happens on the floor.

And it will faithfully document a bad process. Handed a workflow with four unnecessary approval steps, it produces an excellent write-up of four unnecessary approval steps. Ask it separately which steps look redundant and it will tell you, but it will not volunteer that judgement in the middle of a procedure.

Work this role picks up

Getting a process out of one person's head

The process exists. It is in someone's habits and in six months of Slack threads. A worker interviews and reads until it is on a page.

Finding where the SOP and the real procedure came apart

Every written procedure starts accurate and drifts. A worker compares the document to how the work actually ran and reports the difference.

Procurement comparisons built from quotes, not from vendor websites

A worker researches the field, collects what the vendors actually told you, and lists the questions you have not asked yet. You choose.

Dependencies as dated items, not as things people said in a meeting

Two teams agree something in a call. Neither writes it down. Three weeks later each is waiting for the other. A worker makes the promise a tracked item.

Questions people ask

+Can an AI ops coordinator place orders with suppliers?

No. It prepares the comparison and the recommendation with sources, and a person negotiates, orders and signs. Polaris workers deliver written work as comments and take no outbound action on your behalf.

+How does it write an SOP for something undocumented?

Somebody describes it in the task, in any order, and the worker returns the ordered version with decision points marked and the unanswered questions listed at the top. Those questions are the fastest route to a procedure that actually holds.

+Can it keep procedures up to date?

Assign it a recurring review task. It compares what the document says against what you tell it has changed and returns a list of statements that no longer match, which is a shorter and more useful output than a rewritten page.

+What does a set of four SOPs cost?

Roughly 3.2 human-equivalent hours under the published formula, which is $6.40 at $2 per human-hour. The example is illustrative; your job's hours appear on the work log with the effort they were derived from and can be challenged there.

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