PDF Forms Operations Specialist

About us

Ruby Labs is a leading tech company that creates and operates innovative consumer products. We offer a diverse range of opportunities across the health, education, and entertainment industries. Our innovative teams are driving the future of consumer-led products, and we're always looking for passionate individuals to join us. Learn more about our story at: https://rubylabs.com/about-us/

About the role

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

Qualifications

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

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. This ensures optimal collaboration and communication during working hours.

Benefits

Discover the perks of being part of our vibrant team! We offer:

• 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. Benefit from tax advantages, networking opportunities, reduced employment obligations, and the freedom to work from anywhere. Read more about it here: https://docs.google.com/document/d/1nkrN76JlZkbKj9WSOhlT1_mni_CZeDkHdwfIjPXVwvk/preview?tab=t.0#heading=h.ndsdl4wapxtt

Be part of our fast-growing team and seize this excellent opportunity for personal and professional growth!

Interview Process

After submitting your application, we conduct a thorough review which typically takes 3 to 5 days, but may occasionally take longer due to the volume of applications received. If we see a potential fit, we proceed with the following steps:

• Recruiter Screening (40 minutes)

• Technical Interview (60 minutes)

• Final Interview (40 minutes)

Life at Ruby Labs

At Ruby Labs, we move fast, aim high, and expect the same from our team. We’re not here to play small—we’re here to build, grow, and win. That means we look for people who are ambitious, driven, and ready to give their best every single day.

This is a place for individuals who thrive under pressure, embrace challenges, and see opportunity in every obstacle. If you’re hungry to achieve, motivated by impact, and want to grow at the speed of your own ambition, Ruby Labs offers the platform to make it happen.

Here, effort is matched with reward. We recognize those who go all in and deliver results, and we create space for people who want more—more responsibility, more growth, and more success.

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