AI Automation, Admin Specialist

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Integrate Halaxy with Microsoft 365, Outlook, and Xero through APIs, webhooks, and automation platforms.

• Build and sustain workflows utilizing Make, Zapier, n8n, Power Automate, or similar tools.

• Identify repetitive manual processes and implement effective automation solutions.

• Test, monitor, and troubleshoot integrations to ensure data accuracy and dependable operation.

• Automate the capture of emailed referrals into Halaxy, minimizing manual data entry.

• Develop workflows for new client onboarding, referral processing, booking coordination, and follow-ups.

• Create end-of-day workflows to identify cancellations and re-engage clients via SMS, email, or phone.

• Maintain precise client records and ensure reliable automated communications.

• Generate automated weekly KPI reports for leadership.

• Connect data sources and enhance data collection, processing, and presentation.

• Track operational metrics, identify reporting gaps, and improve business visibility.

• Establish a centralized AI workspace featuring business-specific AI assistants.

• Configure custom GPTs, Claude projects, and AI agents using approved information and resources.

• Develop task-specific agents that support website updates and routine operational requests.

• Identify AI opportunities for research, administration, documentation, and decision support.

• Implement access controls, privacy safeguards, and human approval processes for sensitive actions.

• Assist in the development and launch of digital products, starting with an NDIS plan review product.

• Build and manage sales funnels, landing pages, and customer journeys.

• Configure automated email and SMS nurture sequences, lead follow-ups, and conversion workflows.

• Integrate CRM and marketing platforms to enhance lead management and customer engagement.

• Explore AI-driven tools that improve customer experience and stimulate business growth.

• Serve as the initial point of contact for email, website, software, and automation issues.

• Troubleshoot technical problems or escalate issues when necessary.

• Support Microsoft 365 administration, user access, and email configuration.

• Maintain documentation of workflows, integrations, troubleshooting steps, and system modifications.

• Monitor system performance and recommend enhancements for reliability, security, and usability.

⛳️ Requirements

• Must be based in the Philippines.

• Hands-on experience in creating automations and integrations using Make, Zapier, n8n, Power Automate, or similar platforms.

• Proficient in working with APIs, webhooks, authentication methods, and data mapping.

• Low-code development skills, with some scripting experience in JavaScript, Python, or similar languages.

• Daily, fluent use of AI tools such as ChatGPT and Claude, including custom GPTs, projects, or AI agents.

• Practical knowledge of Microsoft 365 administration, Outlook, and email systems.

• Experience with CRM platforms, sales funnels, and marketing automation tools like GoHighLevel, ActiveCampaign, or similar.

• Capability to troubleshoot integrations, identify root causes, and implement effective solutions.

• Strong written communication, documentation, and process improvement abilities.

• Ability to work independently, manage competing priorities, and take ownership of projects from setup to ongoing maintenance.

• Experience with Halaxy, Xero, or other practice management and accounting platforms is desirable.

• Background in allied health, healthcare, NDIS, or other service-oriented businesses is desirable.

• Experience managing sensitive client information and implementing privacy-aware workflows is desirable.

• Familiarity with website platforms, landing page builders, and digital product launches is desirable.

• Experience connecting AI tools to business applications and developing agents that perform practical tasks is desirable.

• Disclose any existing ongoing roles or client work.

• Reflect this engagement on LinkedIn as “Independent Contractor.”

🏝️ Benefits

• 100% remote work from home.

• Flexible time management as an independent contractor, while aligning with Australian business hours for collaboration.