[Hiring] AI Automation & Admin Specialist @Hunt St

Role Description

We are looking for a tech-savvy and solutions-focused AI Automation & Admin Specialist to connect business systems, automate workflows and improve operational efficiency. The role will focus on integrating Halaxy with Microsoft 365, Outlook and Xero. Automating referral management, client bookings and follow-ups, and creating automated KPI reports for leadership.

Beyond day-to-day automation you will help implement AI assistants and agents, build digital product sales funnels and marketing sequences, and support the launch of AI-powered tools. This is a hands-on role for someone who enjoys solving technical problems, streamlining processes and taking ownership of systems with the opportunity to shape how the business uses AI and technology as it grows.

Key Responsibilities

• Systems Integration & Automation
  • Integrate Halaxy with Microsoft 365, Outlook and Xero using APIs, webhooks and automation platforms.
  • Build and maintain workflows using Make, Zapier, n8n, Power Automate or similar tools.
  • Identify repetitive manual tasks and implement practical automation solutions.
  • Test, monitor and troubleshoot integrations to ensure data accuracy and reliable operation.
• Client Workflow & Booking Automation
  • Automate the capture of emailed referrals into Halaxy, reducing manual data entry.
  • Develop workflows for new client contact, referral processing, booking coordination and follow-ups.
  • Create end-of-day workflows to identify cancellations and re-engage clients through SMS, email or phone to fill available appointments.
  • Maintain accurate client records and ensure automated communications are appropriate and reliable.
• Reporting & Performance Tracking
  • Develop automated weekly KPI reports for the leadership team.
  • Connect relevant data sources and streamline data collection, processing and presentation.
  • Track key operational metrics, identify reporting gaps and improve visibility across the business.
• AI Assistants & Agent Development
  • Establish a central AI workspace where team members can access business-specific AI assistants.
  • Configure custom GPTs, Claude projects or AI agents using approved business information, instructions and resources.
  • Develop task-specific agents, including assistants that can support website updates and other routine operational requests.
  • Identify opportunities to use AI for research, administration, documentation and decision support.
  • Apply appropriate access controls, privacy safeguards and human approval processes for sensitive or consequential actions.
• Digital Products & Marketing Automation
  • Help develop and launch digital products, beginning with an NDIS plan review product.
  • Build and maintain sales funnels, landing pages and customer journeys.
  • Configure automated email and SMS nurture sequences, lead follow-ups and conversion workflows.
  • Integrate CRM and marketing platforms to improve lead management and customer engagement.
  • Explore AI-powered tools that enhance the customer experience and support business growth.
• Technical Support & Systems Administration
  • Act as the first point of contact for email, website, software and automation issues.
  • Troubleshoot technical problems and resolve them promptly or escalate when required.
  • Support Microsoft 365 administration, user access and email configuration.
  • Maintain clear documentation of workflows, integrations, troubleshooting steps and system changes.
  • Monitor system performance and recommend improvements to reliability, security and usability.

Qualifications

• Hands-on experience building automations and integrations using Make, Zapier, n8n, Power Automate or comparable platforms.
• Confidence working with APIs, webhooks, authentication methods and data mapping.
• Low-code development skills, with some scripting experience in JavaScript, Python or similar.
• Daily, fluent use of AI tools such as ChatGPT and Claude, including custom GPTs, projects or AI agents.
• Working knowledge of Microsoft 365 administration, Outlook and email systems.
• Experience with CRM platforms, sales funnels and marketing automation, such as GoHighLevel, ActiveCampaign or similar.
• Ability to troubleshoot integrations, identify root causes and implement practical solutions.
• Strong written communication, documentation and process improvement skills.
• Ability to work independently, manage competing priorities and take ownership of projects from setup through to ongoing maintenance.

Desirable Experience

• Experience with Halaxy, Xero or other practice management and accounting platforms.
• Background in allied health, healthcare, NDIS or other service-based businesses.
• Experience handling sensitive client information and implementing privacy-conscious workflows.
• Familiarity with website platforms, landing page builders and digital product launches.
• Experience connecting AI tools to business applications and developing agents that perform practical tasks.

Work Arrangement & Expectations

This is a remote role that will be set up as an independent contractor engagement. To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work.
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”).