AI Automation, Admin Specialist

• 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
• Automate emailed referral capture into Halaxy and reduce 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
• Maintain accurate client records and reliable automated communications
• Develop automated weekly KPI reports for leadership
• Connect data sources and streamline data collection, processing and presentation
• Track operational metrics, identify reporting gaps and improve business visibility
• Establish a central AI workspace with business-specific AI assistants
• Configure custom GPTs, Claude projects and AI agents using approved information and resources
• Develop task-specific agents supporting website updates and routine operational requests
• Identify AI opportunities for research, administration, documentation and decision support
• Apply access controls, privacy safeguards and human approval processes for sensitive actions
• 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 customer experience and business growth
• Act as first point of contact for email, website, software and automation issues
• Troubleshoot technical problems or escalate when required
• Support Microsoft 365 administration, user access and email configuration
• Maintain documentation of workflows, integrations, troubleshooting steps and system changes
• Monitor system performance and recommend reliability, security and usability improvements

• Philippines-based candidate
• 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
• Experience with Halaxy, Xero or other practice management and accounting platforms (desirable)
• Background in allied health, healthcare, NDIS or other service-based businesses (desirable)
• Experience handling sensitive client information and implementing privacy-conscious workflows (desirable)
• Familiarity with website platforms, landing page builders and digital product launches (desirable)
• Experience connecting AI tools to business applications and developing agents that perform practical tasks (desirable)
• Disclose any existing ongoing roles or client work
• Reflect this engagement on LinkedIn as “Independent Contractor”

• 100% remote work from home
• Flexible time management as an independent contractor, while aligning with AU business hours for collaboration