AI & Automation Specialist

Who The Client Is:

We are a premium architectural residential builder operating across Queensland and New South Wales. We specialise in delivering high-end custom homes and renovations for discerning clients, working closely with leading architects and designers on complex, design-driven projects.

We are deliberately structured around fewer, higher-value builds rather than volume, allowing us to maintain exceptional quality, attention to detail, and a personalized client experience throughout every project.

Role Overview:

We’re looking for an experienced AI & Automation Specialist to help streamline and automate business processes across a growing project-based business.

This is a hands-on role for someone who understands how to connect systems, build practical automations, and use AI to reduce repetitive administrative work. You’ll initially have a heavy workload as you review existing processes, build and implement new systems, and identify opportunities for improvement.

Once the core systems are established, the role will transition into ongoing management, optimization, troubleshooting, and development of the automation environment.

You’ll work closely with the business owner, who will provide the overall technical direction, while you take ownership of implementing, managing, and improving the systems.

Key Responsibilities:

Review existing business processes and identify opportunities for automation and efficiency improvements.

Build and maintain practical automations across multiple business systems.

Integrate platforms including Xero, Microsoft 365, SharePoint, GoHighLevel, Dext, HazardCo, and Todoist.

Automate and streamline administrative processes around:

• Tendering and project administration
• Project forecasting
• Contract administration tasks
• Procurement
• Invoice processing
• Progress claims
• Timesheets
• Reporting
• Document management
• Internal workflows and notifications
• Use AI tools to improve business processes, reduce manual work, and support better decision-making.
• Connect different systems and ensure information flows accurately between platforms.
• Develop workflows that reduce double handling, data entry, and repetitive administrative tasks.
• Review existing automations and improve their reliability and effectiveness.
• Troubleshoot issues and make ongoing adjustments as business requirements change.
• Document the systems, workflows, and automations you build so they can be easily understood and maintained.
• Create clear process documentation and guides for the wider team.
• Train office staff on how to use new systems and automated workflows.
• Monitor the performance of implemented systems and proactively identify further opportunities for improvement.
• Work closely with the business owner to understand operational challenges and turn them into practical technical solutions.

Requirements

Essential Experience:

• Experience working with construction companies and their project management software and systems.
• Proven hands-on experience building and implementing business automations.
• Strong experience integrating Xero with other systems and workflows.
• Strong working knowledge of Microsoft 365 and SharePoint.
• Practical experience using AI tools within real business workflows.
• Experience working with APIs, integrations, automation platforms, and workflow tools.
• Ability to understand existing processes and identify where technology can remove manual work.
• Strong problem-solving and troubleshooting skills.
• Ability to document technical processes clearly for non-technical users.
• Experience training teams and supporting the adoption of new systems.
• Strong attention to detail and an understanding of how systems need to work together reliably.

Desirable:

• Experience in construction, trades, property, engineering, or another project-based industry.
• Experience with GoHighLevel, Dext, or Todoist.
• Experience automating tendering, project administration, invoicing, or financial workflows.
• Experience working with reporting dashboards and business intelligence tools.
• Experience implementing AI agents or AI-powered business workflows.

The Ideal Candidate:

The ideal candidate is senior-leaning and genuinely knows automation. You’re not someone who simply uses AI tools or creates basic Zapier-style workflows. You understand how systems connect, how business processes work, and how to build reliable solutions that a team can actually use.

You’re comfortable taking a high-level objective, working through the problem yourself, and turning it into a practical solution.

You’ll also need to be:

• Highly proactive and self-directed
• A strong problem solver
• Comfortable working independently
• Commercially minded and focused on practical outcomes
• Able to communicate technical concepts clearly
• Organized and detail-oriented
• Comfortable working with non-technical team members
• Willing to take ownership of systems once they are implemented

What Success Looks Like:

In the first few months, your focus will be on understanding the business, identifying inefficiencies, and building the core automation systems.

Success will mean:

• Less manual administration across the business
• More efficient tendering and project workflows
• Reduced manual invoice and claims processing
• Better use of data across different systems
• Clearer reporting and visibility
• Reliable integrations between key platforms
• Well-documented systems that the team can confidently use
• Staff who understand and adopt the new workflows
• A scalable automation environment that can continue to improve as the business grows

Over time, the role will become focused on managing, maintaining, and continually improving the systems you have built, while identifying new opportunities to use automation and AI across the business.