[Hiring] Zapier Administrator @Penbrothers

Role Description

The Zapier Administrator is responsible for designing, implementing, governing, and optimizing automation workflows across the organization using Zapier. This role ensures reliable, scalable, and secure integrations between SaaS platforms such as CRM systems, customer support tools, finance platforms, marketing automation systems, and data warehouses to improve operational efficiency, reduce manual work, and maintain data integrity.

The ideal candidate combines strong systems thinking, process design expertise, and hands-on automation experience, along with the ability to collaborate effectively with cross-functional stakeholders to identify and implement impactful automation solutions.

Work set-up: Remote

What you’ll do

• Automation Strategy & Design
  • Partner with cross-functional stakeholders (Sales, Customer Success, Finance, Marketing, Support) to identify automation opportunities.
  • Translate business requirements into scalable Zapier workflows (“Zaps”) using multi-step automations, filters, paths, and webhooks.
  • Design automation architecture aligned with system governance and enterprise data standards.
• Implementation & Maintenance
  • Build, test, deploy, and document Zapier workflows.
  • Monitor automation performance, task usage, and error logs; proactively troubleshoot and resolve failures.
  • Optimize and refactor workflows for efficiency, reliability, and cost control.
  • Manage version control and change management for automation updates.
• Integration & Data Governance
  • Integrate systems such as CRM platforms (e.g., Salesforce), collaboration tools (e.g., Slack), support systems, finance tools, BI platforms, and internal databases.
  • Ensure data consistency through accurate field mapping, normalization, and validation.
  • Implement error handling, fallback logic, and notification workflows.
  • Maintain documentation of integration schemas and data flow diagrams.
• Security & Compliance
  • Manage user access and permissions within Zapier.
  • Ensure automations comply with internal IT and security policies.
  • Implement best practices for credential management and webhook security.
  • Conduct periodic audits of active Zaps and connected applications.
• Reporting & Optimization
  • Track automation ROI, including time savings, error reduction, and SLA.
  • Provide reports or dashboards on automation performance and task consumption.
  • Recommend process improvements or alternative solutions such as API-based integrations where appropriate.
• Documentation & Enablement
  • Maintain centralized documentation for all automations and integrations.
  • Develop SOPs and internal automation standards.
  • Train business users on automation best practices where appropriate.

Qualifications

• 3+ years of hands-on experience with Zapier, designing and maintaining automation workflows in production environments.
• Proven experience creating multi-step Zaps using filters, paths, webhooks, and custom actions.
• Experience integrating systems such as Salesforce, Slack, and other SaaS platforms to automate cross-platform workflows.
• Solid understanding of APIs, webhooks, and data mapping to support reliable integrations and maintain data integrity.
• Strong problem-solving, documentation, and stakeholder collaboration skills, with the ability to translate business requirements into scalable automation solutions.

Our Hiring Process

We utilize AI tools to enhance hiring efficiency and ensure a fair evaluation. Consequently, candidates will engage with an AI Interviewer, supervised by Human Talent Acquisition Experts who will support your entire application journey.

Our AI Expectations:

• While we encourage you to use AI for CV refinement and research, we require that all interviews and assessments be completed through your own authentic effort.
• The use of real-time AI assistance during interviews or to complete skills tests is strictly prohibited to ensure a fair and genuine evaluation of your capabilities.

Benefits

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.
• Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.
• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.
• Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.