AI & Automation Implementation Specialist

External / Contract / Fractional

BOSS MGMT GRP

BOSS MGMT GRP is seeking an experienced AI & Automation Implementation Specialist to help us land and optimise a major systems transition already underway.

This is not a theoretical advisory role, and it is not a build-from-scratch role. We are mid-build on a bespoke internal platform (CRM, roster, outreach, contracts, finance) that is replacing HubSpot entirely by October 2026. We need a highly capable external specialist who can audit how the business actually works day to day, close the gap between that reality and the new platform, and make sure the rollout is adopted, governed, and actually used, not just shipped.

You will work closely with leadership to improve the efficiency, intelligence, and scalability of our operations across creator management, brand partnerships, outreach, onboarding, CRM, internal knowledge, reporting, and administrative workflows, with the platform transition as the immediate priority.

If you are someone who knows how to move from strategy to execution and from ideas to live systems, we want to hear from you.

About BOSS MGMT GRP

BOSS MGMT GRP is a creator and influencer marketing agency operating across multiple global markets, with a strong focus on commercial representation, operational excellence, and scalable systems that support both internal teams and external partners.

We are mid-transition from HubSpot to a proprietary operating system covering CRM, roster, outreach sequencing, contracts, and finance. This role sits alongside that build, not inside it.

The Role

We are looking for an external specialist to help us:

• audit current workflows, tools, and operational bottlenecks against the new platform's capabilities
• identify gaps between how the business runs today and how it needs to run on the new system
• own the practical mechanics of the HubSpot-to-platform migration (data, process, sequencing, team habits)
• recommend and help configure the remaining integrations (Gmail API, PandaDoc, Xero, Airwallex, and WhatsApp Business API as a conditional fast-follow)
• improve internal efficiency, visibility, documentation, and execution
• drive adoption and governance of the new systems across the business; this is the part that determines whether the build actually pays off

Key Responsibilities

• run a workflow and tooling audit, flag what won't survive the migration as-is
• map current CRM/outreach/contract/finance processes to the new platform's modules
• lead the operational side of the HubSpot cutover: parallel-run management, data migration integrity, cancellation timing

configure and govern integrations across Gmail, Google Docs/Drive, PandaDoc, Xero, and Airwallex

• assess WhatsApp Business API feasibility (Meta verification, template approval, dedicated number) as a fast-follow, not a blocker
• build documentation, SOPs, and training materials for the team
• train internal staff on the new platform and retire old habits/tools cleanly
• identify further AI and automation opportunities once the core transition is stable

Areas of Focus

• platform migration and cutover management
• CRM and data process optimisation
• outreach and follow-up automation (Gmail-native sequencing)
• integration governance (PandaDoc, Xero, Airwallex, WhatsApp)
• document and knowledge management
• process documentation and system governance
• team training and change management

What We're Looking For

• proven experience leading system migrations, not just implementing net-new tools
• strong systems thinking and process design capability
• experience working across operations, CRM, and business automation
• the ability to assess messy or fragmented workflows and turn them into clean, scalable systems
• hands-on implementation experience, not just advisory experience
• strong communication skills and the ability to work with non-technical stakeholders and a separate development team
• a commercial mindset with clear judgement around practicality, efficiency, and ROI
• comfort working to a hard external deadline (October 2026)

Ideal Experience

• CRM migrations (HubSpot to a custom/internal platform, or equivalent)
• automation platforms such as Zapier, Make, n8n, or similar
• Google Workspace ecosystems, Gmail API
• PandaDoc, Xero, or Airwallex integration experience
• internal knowledge systems and AI-assisted search
• process mapping and SOP creation
• systems integration and rollout
• team enablement and change management

What Success Looks Like

• HubSpot fully decommissioned by 30 October 2026 with no operational gap
• the team actually using the new platform, not falling back to old habits
• integrations (Gmail, PandaDoc, Xero, Airwallex) live and reliable
• reduced manual admin and operational friction
• clean documentation and a governance model that outlasts the engagement

Engagement Structure

External contract or fractional engagement, with an initial focus on audit and migration execution against the 30 September deadline, extending into ongoing AI/automation opportunities once the transition is stable. Open to project-based, retained, or phased structures.

To Apply

Please send through:

• a short introduction
• your relevant experience, specifically any CRM/platform migration work
• examples of businesses, systems, or workflows you have helped improve
• examples of AI and automation work you have implemented
• your preferred engagement structure
• your hourly/monthly rates or proposed commercial model

Applications without specific examples of automations or systems you have built will not be considered.

Email resume to: ----------