[Hiring] Automations and AI Integration Expert @Scale-X Solutions

Role Description

This is a remote position.

Job Description: Automations and AI Integration Expert

PERMANENT AU DAYSHIFT

Remote/WFH - Philippines

Reporting to Principal / Managing Lawyer / Operations Lead, as directed

Core standard: Accurate, confidential, practical and outcome-focused work

VA Rate: $15AUD per hour (Negotiable)

Role purpose:

• Build, integrate and maintain practical automation and AI systems that reduce manual work, improve accuracy, protect confidentiality and support better operational decision-making across the firm.

About the role:

• We are seeking a highly capable Automations and AI Integration Expert to design, build and deploy scalable automation systems for a professional services environment.
• This is a hands-on builder role, not a passive support role.
• The successful candidate will identify inefficiencies, convert them into practical automation opportunities, and deliver reliable tools that improve speed, consistency and accountability.
• The role will work closely with leadership and team members across operations, client service, finance, marketing and document workflows.
• The objective is to implement secure, well-documented automation and AI-enabled systems that reduce repetitive manual work while preserving professional judgment, confidentiality and quality control.

Key Objectives

• Identify and automate repetitive operational, administrative, reporting and document-management tasks.
• Integrate AI and large language model tools into controlled workflows that improve productivity without compromising confidentiality, accuracy or professional oversight.
• Connect core business systems so information is captured once, reused safely and reported clearly.
• Build practical internal tools, dashboards and workflow automations that are easy for staff to use and maintain.
• Create a disciplined automation environment with clear documentation, access controls, testing and ongoing monitoring.

Key Responsibilities

• AI integration and automation
• Design and implement automation workflows to eliminate repetitive manual tasks and reduce avoidable errors.
• Integrate AI tools and large language models, including OpenAI, Claude, Gemini and similar platforms, into appropriate business processes.
• Build intelligent solutions for document processing, drafting support, reporting, internal communications, task triage and knowledge retrieval.
• Develop AI-powered assistants, chatbots, intake tools and workflow automations subject to privacy, confidentiality and quality-control requirements.
• Create prompt libraries, reusable workflow templates and governance processes for safe and consistent AI use.
• Systems and software development
• Build and maintain internal tools, web apps and automation systems that solve real operational problems.
• Develop APIs and integrate multiple platforms, including CRM, project management, email, finance, marketing and document-management systems.
• Customize and extend existing systems to improve efficiency, usability and reporting.
• Own the full development lifecycle, including scoping, planning, development, testing, deployment, documentation and optimization.
• Troubleshoot integration issues and maintain reliable automations with appropriate alerting and error-handling.
• Workflow automation and integrations
• Create end-to-end workflows using Zapier, Make, n8n, or comparable automation platforms.
• Connect business systems such as email, calendars, CRM, file storage, task management, accounting and client communication platforms.
• Optimize automation pipelines for reliability, security, scalability and maintainability.
• Document workflows clearly so they can be audited, improved and maintained over time.
• Support onboarding and offboarding workflows connected to user access, permissions and automation dependencies.
• Data, reporting and dashboards
• Build dashboards and automated reporting systems that give leadership clear visibility over key metrics and workflow performance.
• Design data pipelines to track operational data, KPIs, lead sources, task completion, bottlenecks and performance trends.
• Support data-driven decision-making by producing accurate, timely and understandable reports.
• Improve data quality by reducing duplicate entry, inconsistent records and manual reporting errors.
• Security, privacy and governance
• Apply best practices in data security, privacy, access control and system integrity.
• Ensure automations are designed with appropriate human review points, particularly where legal, financial, client or confidential information is involved.
• Maintain documentation of tools, credentials, dependencies, data flows and known risks.
• Recommend sensible governance for AI use, including prompt standards, recordkeeping, review processes and restrictions on sensitive information.

Qualifications

• 3-5+ years experience in automation, software development, systems integration or a closely related role.
• Strong proficiency in at least one programming language, preferably Python or JavaScript/Node.js.
• Hands-on experience with automation tools such as Zapier, Make, n8n or similar platforms.
• Experience integrating APIs and working with RESTful services, webhooks and data transformations.
• Familiarity with AI/LLM tools, including OpenAI, Claude, Gemini and prompt design.
• Experience with databases, including SQL or NoSQL, and sound data-handling practices.
• Ability to diagnose business problems and convert them into simple, practical technical solutions.
• Excellent communication skills, including the ability to explain technical concepts clearly to non-technical users.
• Experience with Claude automation, coding workflows, collaborative work platforms and connecting MCP servers or comparable tool ecosystems.

Desirable Skills and Experience

• Experience in legal, professional services, SaaS, BPO, outsourcing or service-based industries.
• Familiarity with platforms such as Xero, HubSpot, Salesforce, Zoho, Smokeball, Microsoft 365, Google Workspace, Airtable or similar systems.
• Experience with no-code or low-code tools, including Bubble, Webflow, Airtable and comparable platforms.
• Knowledge of AI agents, retrieval-augmented generation (RAG), vector databases, advanced prompt engineering or document intelligence workflows.
• Experience building dashboards in Power BI, Looker, Tableau or similar reporting tools.
• Mobile or web app development experience, including React, Flutter or comparable frameworks.

Success Measures

• Manual workload is measurably reduced across priority workflows.
• Automations are reliable, documented and capable of being maintained without unnecessary dependency on one person.
• AI tools are used safely, with clear guardrails and human review for sensitive work.
• Leadership receives clearer reporting and better visibility over operational performance.
• Staff experience improves because systems are easier, faster and less error-prone.