AI Automation & Business Process Specialist

# AI Automation & Business Process Specialist

**Australian Property Inspection Business | Part-Time | Long-Term Opportunity**

We’re an established Australian property inspection business looking for an experienced **AI Automation & Business Process Specialist** to work with us on a part-time basis, with the potential for an ongoing long-term role.

This is **not a general VA position**.

We’re looking for someone who can understand how a business operates, identify repetitive or inefficient processes, recommend better ways of doing things, and then actually build and implement the automations.

We don’t want someone who simply waits for instructions.

We want someone who can eventually say:

> “I’ve watched how your team handles this process. You’re spending several hours each week doing something manually that could be automated. Here’s what I recommend.”

## What You’ll Be Doing

Your first job will be to understand how our business currently operates.

This may include:

* Sitting in on Teams or Zoom meetings
* Watching staff perform their normal tasks
* Reviewing screen recordings
* Speaking with our admin and sales team
* Reviewing existing workflows and systems
* Mapping how information currently moves through the business

We then want you to identify:

* Manual tasks that could be automated
* Duplicate work
* Bottlenecks
* Unnecessary administration
* Follow-ups that are being missed
* Opportunities to use AI
* Ways to improve customer response times
* Ways to improve our sales process
* Ways to reduce the owner’s involvement in routine admin

After identifying the opportunities, we want you to help **design, build, test and maintain the solutions**.

## Systems We Currently Use

Our systems include:

* Microsoft 365
* Outlook
* OneDrive
* SharePoint
* Excel
* Microsoft Power Automate
* Microsoft Copilot
* HubSpot
* ServiceM8
* Xero
* 3CX
* Google Ads / Google leads
* Social media platforms

Experience with **APIs, webhooks, Make and Zapier** is also highly valuable.

You don’t need to have experience with every system listed above, but you must be technically strong enough to learn new systems and integrate them properly.

# Projects We Want to Work On

## 1. AI Email & Outlook Automation

We want to improve how we manage a busy Outlook inbox.

We’d like AI and automation to help:

* Identify important emails
* Identify emails requiring a response
* Prioritise urgent emails
* Separate low-priority emails
* Draft replies
* Flag emails requiring management attention
* Remind us when important emails haven’t been answered
* Delegate appropriate emails to staff
* Summarise long email conversations
* Reduce unnecessary inbox clutter
* Produce a daily summary of emails requiring action

Where appropriate, AI should also be able to use information stored in **OneDrive and SharePoint** when preparing responses.

## 2. Lead Automation

When Google or website leads arrive, we want the process to become much more automated.

For example:

**New enquiry received → capture client information → add/update CRM → send personalised acknowledgement → assign follow-up → notify staff → escalate if nobody responds → continue follow-up where appropriate.**

The aim is to:

* Respond to new leads quickly
* Stop leads being forgotten
* Reduce manual data entry
* Improve conversion rates
* Give management visibility over leads that haven’t been followed up

## 3. ServiceM8 & Operations Automation

We want you to review our ServiceM8 processes and identify opportunities to automate areas such as:

* Job creation
* Booking readiness
* Scheduling
* Inspector allocation
* Client communication
* Inspection reminders
* Missing information
* Job-status monitoring
* Report follow-up
* Completed-job checks
* Internal notifications
* Daily operational checks

We expect you to identify opportunities we may not have thought of ourselves.

## 4. Accounts & Payment Follow-Up

We want to improve automation between Xero, Outlook and our other systems.

Potential projects include:

* Outstanding invoice reminders
* Automatic payment follow-up
* Internal alerts for overdue accounts
* Identifying accounts requiring human attention
* Daily or weekly outstanding-account summaries
* Reducing manual payment chasing
* Escalating accounts that require management involvement

## 5. HubSpot & Business Development Automation

We have a Business Development Manager who contacts real estate agents and potential referral partners.

Our prospective clients are managed through HubSpot.

We want AI and automation to help our BDM become much more productive.

Potential projects include:

* Prioritising the best prospects to contact
* Identifying warm opportunities
* Creating daily or weekly call lists
* AI-assisted prospect research
* Preparing call notes
* Personalised outreach emails
* Automatic follow-up sequences
* Follow-up reminders
* Drafting emails after calls
* Tracking conversations
* Re-engaging old prospects
* Identifying referral partners who have gone quiet
* Sales-pipeline reporting
* Showing management which opportunities need attention

We don’t want generic spam or mass AI-generated messages.

We want **targeted and personalised outreach that helps our BDM spend more time building relationships and less time doing administration.**

## 6. AI-Assisted Marketing & Social Media

We also want to explore AI-assisted marketing, including:

* Social-media content ideas
* Drafting LinkedIn, Facebook and Instagram posts
* Repurposing inspection information into useful content
* Educational content for real estate agents and property buyers
* Scheduling approved content
* Creating an approval process before publishing
* Helping our business stay visible to referral partners

Content needs to sound natural and useful, not like generic AI advertising.

## 7. Owner’s Daily Dashboard / Morning Brief

One of our biggest goals is to reduce the amount of time the business owner spends checking different systems.

We’d like to eventually receive one simple daily summary showing:

* Important emails requiring a response
* New leads
* Leads not followed up
* Today’s inspections
* Jobs with problems
* Outstanding reports
* Overdue invoices
* Important client issues
* Sales opportunities requiring attention
* Tasks requiring management decisions

Instead of checking multiple systems, we want the important information brought together automatically.

# What We’re Looking For

We’re looking for someone with **real hands-on automation experience**.

Ideally, you have strong experience with:

* Microsoft Power Automate
* Microsoft 365
* Microsoft Copilot
* Outlook automation
* SharePoint
* OneDrive
* AI agents
* HubSpot automation
* APIs
* Webhooks
* Make and/or Zapier
* CRM automation
* Business-process mapping
* AI workflow development

Experience with **ServiceM8, Xero or 3CX** would be a strong advantage.

More important than knowing every system is being able to understand a business problem, design the right solution and build it properly.

# How We Want to Start

We don’t want someone to immediately start building dozens of automations.

The first stage will be:

1. Learn how our business operates
2. Observe our team and current processes
3. Map our main workflows
4. Identify bottlenecks and repetitive work
5. Recommend and prioritise automation opportunities
6. Estimate the effort, cost and expected benefit
7. Start implementing the highest-value projects

Our goal is to substantially reduce unnecessary administration, improve response times and gradually remove the business owner from routine checking and follow-up.

There is potential for this to become an ongoing role as we continue improving and automating the business.

# IMPORTANT – Please Read Before Applying

This position requires **real practical experience**.

Please don’t apply if your experience is limited to watching tutorials, completing courses or building very basic Zapier workflows.

Shortlisted applicants may be asked to:

* Show examples of real automations you’ve personally built
* Screen-share and explain how an automation works
* Explain the trigger, logic, integrations and error handling
* Provide previous client or employer references
* Complete a small **paid practical automation test using dummy data**

You will **not** be given access to our live customer information or sensitive systems during the test.

We’re happy to consider someone who hasn’t worked with every system listed in this advertisement if you have strong automation skills and can demonstrate that you learn new systems quickly.

# How to Apply

Please send us:

1. A short introduction about yourself
2. Your experience with AI automation and business-process improvement
3. Your Microsoft Power Automate experience
4. Examples of automations you’ve personally built
5. Your HubSpot experience
6. Your experience integrating software using APIs or webhooks
7. Whether you’ve worked with ServiceM8, Xero, 3CX or similar systems
8. Your hourly rate in USD
9. Your weekly availability
10. A short Loom or video introduction if possible

Please also answer this question:

**“If you joined a business where the owner knows there is too much manual administration but doesn’t know exactly what should be automated, how would you spend your first two weeks?”**

Please don’t send a generic application.

We’re much more interested in **what you have actually built, how you think, and how you approach improving a real business process**.