AI & Automation Operations Manager

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

📋 Description

• Identify repetitive or inefficient administrative tasks for enhancement through AI, automation, and process design.

• Develop automated workflows across various administrative systems and tools.

• Establish reminders, triggers, alerts, escalation systems, recurring reports, updates, and status communications.

• Utilize AI for research, summarization, organization, drafting, and analysis.

• Create prompts, templates, and reusable AI workflows.

• Review recurring administrative duties and pinpoint gaps.

• Construct and uphold SOPs, checklists, workflows, and operating procedures with clear ownership, deadlines, reminders, escalation paths, and quality control measures.

• Manage inventories, conduct subscription and account reviews, follow up on invoices, and ensure the reliability of weekly, monthly, and quarterly administrative evaluations.

• Monitor follow-ups, finalize open-task loops, escalate when necessary, and avert recurring bottlenecks.

• Collaborate with the Admin Manager on process-improvement initiatives from problem identification to implementation, documentation, and follow-through.

• Conduct research and prepare concise summaries and recommendations for administrative decision-making.

• Organize trackers, databases, and documentation effectively.

• Assess emerging AI tools and provide training to team members on beneficial tools.

• Continuously seek opportunities to simplify, automate, or eliminate administrative tasks.

• Assist with administrative duties when required while minimizing future manual efforts.

⛳️ Requirements

• Practical experience in building workflows using AI platforms like ChatGPT or similar tools.

• Familiarity with AI agents and automation platforms such as Zapier, Make, or n8n.

• Proficient in Slack, Google Workspace, Airtable, Notion, and project management platforms like Asana, monday.com, or ClickUp.

• Knowledgeable about forms, databases, dashboards, and reporting tools.

• Experience with APIs, webhooks, and spreadsheet automation is advantageous.

• Proven ability to transform informal or inconsistent workflows into SOPs and documented processes.

• Exceptional attention to detail, organization, and follow-through capabilities.

• Ability to work independently, take initiative, and ensure accountability for agreed-upon processes.

• Clear and effective communication skills.

• Resourcefulness in addressing unfamiliar challenges.

• Understanding of AI cost management, security, privacy, and access controls.

• No software engineering background is necessary, but the capacity to systematize repetitive administrative issues is essential.

• Availability to work 40 hours per week, Monday–Friday.

• Specific hours and timezone overlap to be discussed during the interview.

🏝️ Benefits

• Fully remote position, allowing work from home or a personal office.

• 40-hour workweek, Monday–Friday.

• A distributed team operating across various time zones.