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 co