Automation Specialist

The Automation Specialist is responsible for designing, developing, and maintaining automated workflows that streamline lead generation, nurturing, and qualification processes. Leveraging AI-driven tools, marketing automation platforms, and integrations (e.g., HubSpot, SmartSuite, Zapier, Make), you will reduce manual workloads, improve operational efficiency, and help scale the organization to meet strategic revenue goals. This role will also champion ethical AI standards, data security practices, and provide ongoing training to ensure organization-wide adoption of automation and AI tools.

1. Automation Development & Maintenance
Design & Deploy Workflows: Develop and maintain marketing and operational automations (e.g., lead generation, nurturing, qualification) using tools like N8N/Zapier/Make and HubSpot.
Systems Integration: Seamlessly connect platforms such as SmartSuite, Looker, and other SaaS tools to ensure accurate data flow, reporting, and process efficiency.
Performance Optimization: Regularly monitor, troubleshoot, and optimize automations for increased speed, reliability, and ROI.

2. AI Integration & Strategy
Opportunity Identification: Work with cross-functional teams to spot high-impact areas for AI-driven automations, enhancing marketing strategies and reducing costs.
Implementation: Execute and refine automation solutions in alignment with the organization’s strategic objectives.
Ethical AI & Compliance: Adhere to ethical AI practices and ensure all automations meet data privacy and security standards.

3. Organization-Wide AI Enablement
Subject Matter Expert: Serve as the “source of AI truth” for the organization, guiding teams on best practices and cutting-edge tools.
Collaboration & Support: Partner with internal stakeholders (e.g., marketing, sales, operations) to understand their workflows and propose customized AI/automation solutions.
Training & Adoption: Create user-friendly SOPs (Standard Operating Procedures), Loom videos, and other resources. Provide group and one-on-one training to drive strong adoption rates.

4. Documentation & Compliance
SOP Management: Maintain detailed SOPs for every automated process, including step-by-step instructions, troubleshooting guides, and tool overviews.
Quality Assurance: Conduct routine audits of existing workflows and tools to ensure they continue to meet security, compliance, and performance standards.
Subscription & Cost Oversight: Track all AI subscriptions and platforms, providing visibility into costs versus value.

5. Reporting & Performance Measurement
KPI Tracking: Monitor and report on key metrics (e.g., lead conversion rates, time saved, ROI) to quantify the impact of automation on the organization’s revenue and operational goals.
Continuous Improvement: Use data insights to suggest and implement optimizations, ensuring all systems run at peak performance.


Tools and Technologies
SmartSuite: Project management, data visualization, and SOP repository.
N8N / Zapier / Make: Core automation platforms for connecting apps and creating workflows.
HubSpot: CRM and marketing automation system for lead tracking and nurturing.
Apollo.io, Crunchbase, Perplexity: Lead generation and enrichment tools.
ChatGPT / Custom GPT: AI-driven content generation, data insights, and workflow automation.
Sprout Social: Social media scheduling and analytics.
Beehiiv: Newsletter platform for content distribution.
GlockApps: Email deliverability and spam monitoring.
Feedly: Content curation via RSS feeds.
Loom: Video recording and training content creation.
Slack: Team communication and collaboration.
Webflow: Website and landing page management.
Kajabi: Online course hosting and delivery.
NotebookLM: AI-assisted analysis and knowledge management (if applicable).

How to Apply:

Submit your application with CV and a Portfolio. Any application without a Portfolio will be turned away.

A Good Portfolio would include the following: an overview of real-world projects that highlight both the business problem and the specific tools (e.g., N8N, Make, HubSpot, Python, GPT-based solutions) used to address it, along with workflow diagrams or code snippets that show how each automation was implemented.

It should emphasize measurable results—like increased efficiency, cost savings, or boosted conversion rates—supported by before-and-after data. Providing user adoption details, SOPs, and training materials (e.g., Loom recordings) demonstrates an ability to collaborate across teams and maintain clear documentation. Including short narratives about lessons learned, as well as testimonials or feedback from stakeholders, underscores the impact of each project.

Finally, ensuring the portfolio is well-organized, visually appealing, and easy to navigate—with concise descriptions and clear contact details—helps employers quickly see the candidate’s technical expertise, problem-solving approach, and ability to deliver tangible outcomes.