Systems & Automation Project Manager

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: TYPE OF WORK

Full Time

: SALARY

$6.50 an Hour

: HOURS PER WEEK

40

: DATE UPDATED

Sep 14, 2026

JOB OVERVIEW

# Systems, Automation & AI Project Manager

**Full-Time | Remote | $6 USD/hour**

We are a growing CPA and financial consulting firm looking for a highly analytical and technically capable **Systems, Automation & AI Project Manager** to help build the operating infrastructure of our organization.

This is **not a traditional project manager, virtual assistant, or basic automation role.**

We are looking for someone who can understand how an entire business operates, identify gaps and inefficiencies, and turn those problems into **systems, automations, integrations, SOPs, dashboards, and clearly defined workflows.**

You will work hands-on with leadership and every member of the organization.

Your responsibility is simple:

**Understand how work moves through the company and continuously find ways to organize it, automate it, document it, and improve it.**

## What You’ll Own

You will help design, implement, document, test, and continuously improve systems across the entire client lifecycle, including:

• Lead generation and lead capture
• CRM architecture and pipeline management
• Automated lead follow-up sequences
• Sales workflows and sales handoffs
• Appointment scheduling
• Proposal generation
• Engagement letter workflows
• Payment and billing workflows
• New-client onboarding
• Client document collection
• Internal task creation and assignment
• Tax and accounting fulfillment workflows
• Recurring client-service workflows
• Client communication and follow-up
• Project and deadline management
• Internal dashboards and reporting
• SOP creation and documentation
• AI-assisted workflows
• Cross-platform integrations
• Quality-control processes
• Client renewals and offboarding

You will not simply manage existing processes.

**You will be expected to build better ones.**

## Technical & Automation Experience Is Required

This is a highly technical operations position.

You must understand how modern SaaS applications communicate with each other and be capable of building workflows across multiple platforms.

### You Must Understand

• **Zapier**, including multi-step Zaps, filters, paths, triggers, actions, and troubleshooting
• **APIs and API keys**
• REST APIs and basic API concepts
• Webhooks
• GET, POST, PUT/PATCH requests
• JSON and structured data
• Authentication and securely managing API credentials
• Data mapping between applications
• Conditional logic
• Error handling and workflow troubleshooting
• Testing automations before deployment
• AI prompts and structured AI outputs
• Building workflows that incorporate AI
• Connecting applications that do not have simple native integrations

You do not necessarily need to be a software engineer.

However, if we tell you:

> “When X happens in System A, we need to pull this information, send it through AI, determine what type of client it is, update System B, create a project in System C, assign the appropriate team member, and trigger a follow-up sequence.”

You should understand **how to figure out how to build it.**

## AI Experience Is Mandatory

We want someone who actively uses AI as an operational tool.

Experience should include:

• **Claude**
• ChatGPT
• AI-assisted workflow creation
• Prompt engineering
• Structured AI outputs
• AI agents
• Using AI for SOP creation and documentation
• Using AI to analyze or transform business data
• Incorporating AI into automated workflows
• Understanding when AI should and should not replace deterministic automation

Simply knowing how to ask ChatGPT questions is **not sufficient.**

We want someone who understands how to make AI part of a repeatable business process.

## Software Experience

### Required or Strongly Preferred

• **Zapier**
• **Claude**
• **ChatGPT / OpenAI tools**
• **GoHighLevel**
• **Viktor AI**
• **Google Sheets**
• **Google Workspace**
• Gmail
• Google Drive
• Google Docs
• Google Forms

### Additional Experience Is a Major Plus

• ** ---------- **
• **n8n**
• Airtable
• ClickUp
• Asana
• ----------
• Slack
• Calendly
• HubSpot
• QuickBooks Online
• TaxDome or similar accounting practice-management software
• DocuSign / e-signature platforms
• Stripe or other payment platforms
• Twilio / SMS automation
• Looker Studio or similar dashboard tools
• Postman or similar API testing tools

We do not expect you to have used every platform listed above.

We **do expect you to understand technology well enough to learn new platforms quickly and figure out how to connect them.**

## What This Looks Like in Practice

### Lead Management

A new lead enters through a website, advertisement, referral, or form.

You design a system that can:

**Lead Captured → CRM Created → Lead Categorized → Salesperson Assigned → Automated Follow-Up → Appointment Scheduled → Pipeline Updated → Management Visibility**

### New Client Onboarding

A prospect becomes a client.

Instead of the team manually coordinating everything, you build:

**Engagement Letter Signed → Payment → Client Record Created → Onboarding Email → Document Request → Internal Project → Tasks Assigned → Deadlines Created → Team Notified**

### AI Automation

Information comes into the organization that requires classification or analysis.

You may create:

**Form Submission → API/Webhook → AI Analysis → Structured Output → CRM Update → Appropriate Workflow Triggered**

### Internal Operations

A team member performs the same repetitive process every week.

You sit with them, understand exactly what they are doing, map the process, and determine whether it should be:

**Automated → Standardized → Delegated → Improved → Eliminated**

## SOP & Process Development

One of your most important responsibilities will be getting processes **out of people's heads and into documented systems.**

You will work directly with employees to understand:

What do you do?

Why do you do it?

SKILL REQUIREMENT

Sop Writing Systems Administration AI Automation

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Systems & Automation Project Manager

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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