AI Automation & Admin Specialist

Role Overview

We are looking for a tech-savvy and solutions-focused AI Automation & Admin Specialist to connect business systems, automate workflows and improve operational efficiency. The role will focus on integrating Halaxy with Microsoft 365, Outlook and Xero. Automating referral management, client bookings and follow-ups, and creating automated KPI reports for leadership.

What You Will Do

Key responsibilities include systems integration and automation, client workflow and booking automation, reporting and performance tracking, AI assistants and agent development, digital products and marketing automation, and technical support and systems administration.

Why It Might Be a Fit

The ideal candidate will have hands-on experience building automations and integrations using Make, Zapier, n8n, Power Automate or comparable platforms, confidence working with APIs, webhooks, authentication methods and data mapping, and low-code development skills with some scripting experience in JavaScript, Python or similar.

Requirements

• Hands-on experience building automations and integrations using Make, Zapier, n8n, Power Automate or comparable platforms
• Confidence working with APIs, webhooks, authentication methods and data mapping
• Low-code development skills, with some scripting experience in JavaScript, Python or similar
• Daily, fluent use of AI tools such as ChatGPT and Claude, including custom GPTs, projects or AI agents
• Working knowledge of Microsoft 365 administration, Outlook and email systems
• Experience with CRM platforms, sales funnels and marketing automation, such as GoHighLevel, ActiveCampaign or similar
• Ability to troubleshoot integrations, identify root causes and implement practical solutions
• Strong written communication, documentation and process improvement skills
• Ability to work independently, manage competing priorities and take ownership of projects from setup through to ongoing maintenance

Benefits

• Dental insurance
• Vision insurance
• Flexible work arrangement
• Opportunity to work with AI tools and develop digital products