Automation and AI Systems Specialist

We’re helping a fast-growing painting business and its associated consulting platform find an Automation & AI Systems Specialist to support operational scale.

The business operates both as a service provider and as a platform helping other painting companies grow. As demand increases, the focus is on building structured, scalable systems that reduce manual work, improve efficiency, and support long-term growth.

The Role

This is a hands-on role focused on analyzing, optimizing, and automating core business workflows, with AI introduced where it creates clear and measurable value.

You will work directly with the founder to map operations end-to-end, identify inefficiencies, and build systems that improve speed, reliability, and scalability.

This is not an experimental AI role. The focus is on practical implementation and execution, starting with traditional automation and layering in AI where appropriate.

Role Details

Commitment: Full-Time (40 hours/week)
Location: Fully Remote
Working Hours: AU/PH working hours 
Engagement: Independent Contractor
Start Date: ASAP
Monthly Rate: $1,400 - 1,600 USD

What You’ll Do

Workflow Analysis & Optimisation (Core Focus)

• Map and document workflows across sales, operations, and administration
• Analyze current systems (including CRM workflows) and identify inefficiencies
• Redesign processes to improve clarity, speed, and scalability
• Establish structured, repeatable workflows across the business

Automation Development

• Design and implement automation workflows across systems
• Integrate tools using APIs, webhooks, and platforms such as Make, Zapier, or n8n
• Automate key processes including:
  • Quoting and proposals
  • Invoicing and payment workflows
  • Job and project coordination
  • Internal communication and task triggers

AI Enablement (Applied Use Cases)

• Introduce AI solutions where they deliver clear operational value
• Support development of:
  • AI-assisted quoting and proposal generation
  • Internal knowledge systems
  • Operational support tools for teams
• Ensure outputs are reliable, accurate, and aligned with business processes

Systems Ownership & Continuous Improvement

• Take ownership of automation and systems across the business
• Recommend tools, architecture, and improvements proactively
• Continuously test, refine, and optimise system performance
• Document workflows and system architecture for scalability

Founder Collaboration

• Work closely with the founder to translate business needs into execution
• Provide recommendations and challenge assumptions when needed
• Operate independently while maintaining alignment through regular check-ins

What We’re Looking For

Must-Haves

• 3–5+ years of experience in automation, systems building, or workflow optimisation
• Proven experience designing and implementing automation workflows
• Hands-on experience with tools such as n8n, Make, Zapier, or similar
• Experience applying AI (LLMs) within business workflows and automation
• Experience integrating systems via APIs and webhooks
• Experience working with CRM systems (Pipedrive preferred)
• Strong ability to analyze and improve business processes
• Ability to work independently with high ownership
• Strong problem-solving skills with an execution-focused mindset

Nice-to-Haves

• Basic programming knowledge (e.g., Python)
• Experience building internal tools or operational systems
• Experience in service-based or operations-heavy businesses

Ideal Candidate Profile

This role is ideal for someone who:

• Enjoys turning complex workflows into efficient, structured systems
• Focuses on practical outcomes, not experimentation
• Is a self-starter who can operate with minimal supervision
• Takes ownership of systems and continuously improves them
• Is comfortable working closely with a founder in a fast-moving environment

Recruitment Process

1. Initial Interview
2. Client Interview
3. Practical Assessment (if deemed necessary)
4. Offer & Onboarding