[Hiring] Virtual Assistant: AI Automation & Systems Specialist @VA Desk

Role Description

We are seeking a highly technical Virtual Assistant with strong experience in workflow automation, API integrations, and AI system development. This role is focused on designing and building automation systems and AI-powered workflows that improve operational efficiency for construction-related businesses. You will be responsible for developing and maintaining automation infrastructure that connects multiple business tools, reduces manual work, and improves overall system efficiency.

Workflow Automation Development

• Build end-to-end automation workflows using tools such as n8n, Make.com, Zapier, or custom solutions
• Design automation systems that connect multiple business platforms
• Develop workflows for construction estimating, proposal generation, and document processing
• Build CRM automation and sales pipeline workflows
• Create reporting dashboards and automated data flows
• Implement document tracking and version control systems

AI Agent Development

• Design and deploy AI agents for business process automation
• Build systems for document analysis and summarization
• Support BOQ comparison workflows and document review automation
• Develop AI-assisted proposal and RFP generation workflows
• Optimize AI outputs using prompt engineering and iterative testing

Technical Implementation & Integration

• Set up automation environments (n8n, Replit, etc.)
• Integrate APIs across tools such as Notion, Google Sheets, CRMs, ERP systems, and project management platforms
• Build and maintain data pipelines between systems
• Configure webhooks, triggers, and automation logic
• Support deployment and system setup processes
• Troubleshoot technical issues and optimize workflows

System Optimization & Troubleshooting

• Identify inefficiencies in existing automation systems
• Debug workflow and API issues
• Improve system reliability, speed, and scalability
• Refine automation logic based on performance feedback

Research & Continuous Improvement

• Research automation tools and AI platforms
• Evaluate new technologies for workflow optimization
• Recommend system improvements and enhancements
• Stay updated on automation and AI trends relevant to construction workflows

Technical Documentation

• Document automation workflows and system architecture
• Create setup guides and technical instructions
• Maintain records of APIs, integrations, and system dependencies
• Ensure systems are clearly documented and maintainable

Qualifications

• Strong experience with automation tools (n8n, Make.com, Zapier, or similar)
• Experience with API integration and webhook configuration
• Familiarity with AI tools (ChatGPT, Claude, or similar LLMs)
• Understanding of data structures (JSON, spreadsheets, etc.)
• Ability to troubleshoot and debug multi-system workflows
• Strong analytical and problem-solving skills
• Ability to work independently with minimal supervision

Preferred Experience

• Experience building AI agents or automation systems from scratch
• Exposure to construction, engineering, or project-based industries
• Familiarity with self-hosted systems or deployment environments
• Background in automation engineering, systems design, or backend workflows
• Experience in startup or fast-paced environments

Tech Stack Familiarity

• n8n, Make.com, Zapier
• OpenAI / ChatGPT API, Claude API
• Replit or similar development environments
• REST APIs, webhooks, JSON
• Notion, Google Sheets, Airtable
• GoHighLevel, HubSpot, or similar CRMs
• Project management tools (Monday, Asana, Trello)
• Basic server or cloud deployment familiarity (preferred)