[Hiring] Business Systems & Automation Specialist @The Job Portal

Role Description

We are looking for a highly organised, technically skilled and proactive Business Systems & Automation Specialist to help us connect, automate and optimise our business applications and operational processes.

Our business uses multiple SaaS platforms. We collect significant amounts of data across these platforms, but we want to improve how that information is integrated, analysed, visualised and used to drive business decisions.

The successful candidate will be responsible for developing integrations, building automated workflows, creating operational dashboards and implementing intelligent notifications and task assignments. This is a hands-on technical role. We are looking for someone who can understand a business requirement, investigate available solutions, and independently design, implement, test and maintain effective automations.

The role will work across multiple departments, including Operations, HR, Finance and Management.

Key Responsibilities

• Business Systems Integration
  • Connect and integrate multiple SaaS applications to ensure information flows accurately between systems.
  • Develop integrations using APIs, webhooks, no-code/low-code platforms and other suitable technologies.
  • Identify opportunities to eliminate duplicate data entry and manual processes.
  • Maintain existing integrations and troubleshoot connectivity or data synchronisation issues.
  • Evaluate new tools and technologies that could improve operational efficiency.
• Workflow Automation
  • Design and implement automated workflows that reduce manual administrative tasks.
  • Automate the creation, assignment and tracking of tasks in ClickUp and other business systems.
  • Build email-triggered workflows that extract information and initiate appropriate actions.
  • Configure automated notifications, reminders and escalation procedures.
  • Develop conditional workflows based on operational events, deadlines, employee activity and business rules.
  • Monitor automation performance, resolve failures and continuously improve processes.
• Data Analysis & Dashboards
  • Consolidate information from multiple business applications into meaningful operational dashboards.
  • Develop reports and visualisations covering attendance, staff productivity, job progress, compliance and other business KPIs.
  • Identify unusual patterns, missing information, delays and potential operational problems.
  • Implement automated alerts when data meets predefined conditions or thresholds.
  • Ensure dashboards provide accurate, reliable and up-to-date information.
  • Support management in using data to make informed operational decisions.
• Operational Monitoring & Compliance Automation
  • Develop systems to monitor employee attendance, punctuality and compliance with company procedures.
  • Automatically identify missing clock-ins, incorrect clock-outs, location discrepancies and repeated lateness.
  • Create exception reports and generate follow-up tasks for the appropriate department.
  • Monitor job progress, technician activities and required completion deadlines.
  • Implement alerts for overdue actions, missing documentation and potential process failures.
  • Ensure sensitive employee information is handled securely and that HR decisions remain subject to appropriate human review.
• AI & Intelligent Automation
  • Explore and implement AI solutions to improve internal business processes.
  • Develop AI-assisted workflows for processing emails, extracting information and generating tasks or reports.
  • Identify opportunities to use AI agents to support operational and administrative activities.
  • Integrate AI capabilities with existing business applications where practical.
  • Evaluate emerging AI and automation technologies based on business value, reliability and cost.
• Data Quality & System Reliability
  • Monitor data accuracy and consistency across connected applications.
  • Investigate discrepancies and identify their root causes.
  • Implement validation checks to detect missing, incorrect or duplicated information.
  • Maintain documentation for integrations, workflows and automated processes.
  • Establish appropriate monitoring and error-handling procedures.
  • Ensure solutions follow relevant data protection and information security requirements.

Qualifications

• Proven experience implementing business process automation and integrating SaaS applications.
• Strong working knowledge of automation platforms such as Make.com, Zapier, n8n or Microsoft Power Automate.
• Understands APIs, webhooks, triggers and data mapping.
• Experience working with APIs, webhooks and third-party integrations.
• Uses AI tools such as ChatGPT or Claude in real workflows.
• Experience developing dashboards using Power BI, Looker Studio or similar reporting platforms.
• Good understanding of data analysis, data validation and reporting.
• Strong with spreadsheets and comfortable building dashboards.
• Explains technical things clearly to non-technical colleagues.
• Experience working with task or project management systems, preferably ClickUp.
• Ability to troubleshoot technical problems independently.
• Experience translating business requirements into practical technical solutions.
• Strong analytical thinking, attention to detail and problem-solving abilities.
• Good written and verbal communication skills.
• Ability to manage multiple projects and prioritise work effectively.

Desirable Skills

• Experience integrating HR, workforce management or field service applications.
• Familiarity with BigChange, RotaCloud, Hubstaff or similar platforms.
• Knowledge of SQL, Python or JavaScript.
• Experience working with AI APIs, AI agents or intelligent document processing.
• Understanding of database structures and data modelling.
• Experience building automated KPI monitoring and exception-reporting systems.
• Familiarity with Microsoft 365, Outlook and SharePoint integrations.
• Understanding of GDPR, data security and access controls.