Senior AI Automation & Business Systems Lead

AI Automation & Business Systems Lead

We are looking for a proactive technical leader to help us build a more organized, efficient, and automated company.

You will work directly with ownership and department leaders to understand how the business operates, identify unnecessary manual work, improve processes, and implement reliable AI tools and automations.
A major priority is developing and improving our Hermes bots and internal AI workflows using tools such as Codex and Claude Code. You will own projects from discovery and development through testing, documentation, employee training, and ongoing maintenance.

We want someone who asks good questions, identifies problems early, recommends solutions, and follows through without needing constant direction.

Compensation and working arrangement

• Up to $30 USD/hour, depending on demonstrated experience.
• Remote, with international applicants welcome.
• Intended as a long-term working relationship, beginning with a paid trial.
• Weekly hours agreed before starting.
• Must have reliable availability overlapping with U.S. Central business hours for meetings and collaboration.

What you will own
1. Work with departments to improve how the company operates
Meet with department leaders and employees to understand their workflows, tools, bottlenecks, and recurring problems.
Map processes across sales, customer service, operations, recruiting, onboarding, finance, and management.
Identify duplicate work, missed handoffs, inconsistent information, and tasks that can be simplified or automated.
Turn business needs into clear project requirements, priorities, timelines, and measurable outcomes.
Recommend process improvements before automating an inefficient process.

2. Build and maintain AI bots and automations
Audit our existing Hermes bots, integrations, and workflows; identify reliability gaps and opportunities for improvement.
Use Codex and Claude Code effectively to develop, troubleshoot, test, and maintain solutions.
Connect business tools through APIs, webhooks, scripts, and automation platforms where appropriate.
Build workflows for tasks such as reporting, task routing, follow-up tracking, data synchronization, onboarding, and internal knowledge retrieval.
D ---------- when to use AI and when a straightforward rule or integration will be more dependable.
Monitor deployed systems, fix failures, and improve performance over time.

3. Build our systems, processes, and SOPs
Establish an organized central knowledge base with clear document ownership and naming conventions.
Write practical SOPs, process maps, checklists, troubleshooting guides, and short training videos.
Document how systems connect, where information comes from, and which tools serve as the source of truth.
Define responsibilities, handoffs, escalation paths, and completion standards with department leaders.
Maintain an inventory of bots, automations, software subscriptions, integrations, owners, and recurring costs.

4. Lead implementation and employee adoption
Run discovery meetings and explain technical ideas in clear English.
Train employees and verify that new workflows are being used correctly.
Collect feedback and improve systems based on actual usage.
Maintain a shared project backlog and provide concise weekly updates covering progress, results, blockers, and next priorities.
Coordinate outside specialists when a project requires additional expertise.

5. Make systems reliable and maintainable
Review and test AI-generated code before deployment.
Implement appropriate logging, failure alerts, retries, duplicate prevention, and recovery procedures.
Test AI outputs against representative examples and document known limitations.
Protect sensitive business and customer information through appropriate access controls and approved tools.
Establish human review for sensitive or consequential actions.
Keep code, documentation, accounts, and deployment access under company ownership so another qualified person can maintain the systems.

Required qualifications

• Demonstrated experience deploying business automations or internal software that real teams use.
• Hands-on proficiency with both Codex and Claude Code, including explaining how you verify their work.
• Strong programming ability in Python and/or JavaScript/TypeScript.
• Experience with APIs, webhooks, authentication, databases, Git, and troubleshooting integrations.
• Experience with at least one automation platform, such as n8n, Make, or Zapier.
• Excellent spoken and written English: able to lead meetings, clarify requirements, write useful documentation, and train nontechnical employees.
• Strong project management, prioritization, and follow-through.
• Evidence that you have maintained systems after launch and handled failures.
• A proactive approach: you identify opportunities and bring recommendations rather than waiting for detailed instructions.

Helpful additional experience
Insurance, financial services, or another business handling sensitive customer information.
CRM systems, sales operations, reporting, and customer service workflows.
Internal AI assistants, knowledge bases, and document retrieval.
Process improvement, SOP development, and organizational change.
Working directly with owners and department heads at a growing company.
Direct experience with our particular Hermes implementation is helpful. Candidates with strong relevant bot and automation experience must be able to learn and assess the existing setup.

What success looks like in the first 90 days
First 30 days: Meet department leaders, audit existing tools and Hermes bots, document priority workflows, establish baseline metrics, and deliver a ranked improvement roadmap plus an initial useful improvement.

By 60 days: Deploy an agreed first group of automations, document them, train users, and establish monitoring and support procedures.

By 90 days: Demonstrate measurable improvements in selected workflows, establish a repeatable delivery process, and maintain a clear roadmap for the next quarter.

We will evaluate success through time saved, reduced errors, faster turnaround, employee adoption, system reliability, and operating cost.

How to apply
Please include:

• Your hourly rate, location, weekly availability, and overlap with U.S. Central business hours.
• A short introduction video explaining a business process you improved.
• Two relevant project examples describing the problem, your personal contribution, tools used, measurable results, and maintenance after launch. Confidential examples may be anonymized.
• How you have used Codex and Claude Code, including an example of catching an error in AI-generated work.
• An example SOP, process map, or technical document you personally created.
• Your approach to your first two weeks in this role.
• Whether you personally perform the work and whether any subcontractors would be involved.
• Finalists will complete a short paid practical assessment and discuss their work live.