AI Automation and Operations Coordinator (026-1414)

• Map existing business processes and workflows to identify inefficiencies and opportunities for improvement.
• Assess where AI tools and automation can reduce manual work, improve accuracy, and streamline operations.
• Design, build, test, and implement automated workflows across business systems.
• Integrate software platforms and improve how information moves between systems.
• Identify repetitive administrative tasks suitable for automation.
• Document workflows, systems, and standard operating procedures.
• Monitor implemented automations, troubleshoot issues, and refine workflows.
• Work with stakeholders to understand operational challenges and deliver practical solutions.
• Evaluate AI tools and emerging technologies that could improve business performance.

• Provide day-to-day administrative support to management and project teams.
• Assist with timesheets, labour forecasting and resource planning.
• Process supplier invoices and assist with accounts payable and receivable.
• Support purchasing, procurement and supplier administration.
• Maintain accurate project, employee and company records.
• Assist with project documentation, reporting and coordination.
• Support employee onboarding and compliance administration.
• Follow up outstanding actions and coordinate internal communications.

• Claude: Projects, Skills, connectors, and API.
• Simpro: Operational and business management workflows.
• Xero: Accounting and financial administration.
• Fieldwire: Project and field coordination.
• SharePoint: Document management and information sharing.
• Monday.com: Project management, task tracking, and workflow coordination.
• n8n/Zapier: Workflow automation and system integrations.

• Advanced, hands-on AI capability, with a proven track record of building and deploying AI solutions that a business uses every day.
• Strong Claude experience: building with Projects, Skills, connectors (MCP) or the API, not just using it as a chat tool.
• Ability to build, not just configure. Comfortable with APIs, webhooks, multi-step automations and basic scripting (Python or JavaScript) where needed.
• Experience mapping business processes and identifying automation opportunities.
• Familiarity with automation platforms such as Zapier, Make, n8n or Microsoft Power Automate.
• Experience in business administration or operations support.
• Strong Microsoft 365 skills, particularly Excel and SharePoint.
• Strong analytical and problem-solving skills.
• Ability to document processes clearly and explain technical solutions to non-technical stakeholders.
• Exceptional written and verbal English communication skills.
• Organised, proactive, and capable of managing projects independently.
  

• Experience integrating multiple business applications and systems.
• Familiarity with AI assistants, large language models, and AI-powered workflow tools.
• Experience with APIs, webhooks, and no-code or low-code platforms.
• Experience implementing automations across administration, finance, sales, marketing, or customer service.
• Experience creating SOPs, workflow diagrams, and process documentation.
• Previous experience supporting Australian businesses.

• Existing workflows are clearly mapped and documented.
• Inefficient and repetitive processes are identified and prioritised.
• Practical AI and automation solutions are implemented successfully.
• Manual workload, errors, and unnecessary steps are reduced.
• Business systems work together more efficiently.
• Automations are documented, reliable, and maintainable.
• The business gains measurable efficiency improvements without adding unnecessary complexity.

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)