Digital Operations & AI Specialist (Full-Time)

This is a unique, multi-faceted role that combines technical implementation with key business operations. You will be the engine room of our agency, responsible for both executing client-facing technical work and managing our internal operational tasks.

We are not looking for a task-taker. We are looking for a partner in our success—an A-Player who is hungry to learn, takes pride in their work, and isn't afraid of a challenge.

The ideal candidate is a passionate technologist and a world-class problem-solver who is also organised, trustworthy, and reliable enough to handle day-to-day business administration.

Key Responsibilities

Technical Implementation (70% of the role)

HubSpot & Automation Expert:

--- Build and manage complex, multi-step workflows in HubSpot to automate client processes.
--- Create and manage complex automations using Zapier, including parsing emails, formatting data, and using webhooks.
--- Set up and configure all aspects of the HubSpot platform, including custom properties, pipelines, forms, and reports.
--- Perform data imports, ensuring data hygiene and accuracy.
--- Troubleshoot and debug technical issues within HubSpot and connected apps, finding solutions independently.

Lead Generation Support:

--- Manage and update lead tracking spreadsheets for client campaigns.
--- Monitor dedicated inboxes for new leads and ensure they are processed correctly according to our systems.
--- Propose and implement ways to automate and improve our lead management processes.

Operations & Admin (30% of the role)

Financial Administration:

--- Manage weekly bank and credit card reconciliation in Xero.
--- Manage client invoicing, both recurring and ad hoc
--- Track project time and budgets to ensure profitability.

General Admin:

--- Provide general administrative support to the team as required.
--- Maintain internal documentation and standard operating procedures (SOPs).

About You: Who We Are Looking For

We are hiring for a mindset, not just a list of skills.

--- You are a Proactive Problem-Solver, Powered by AI. This is the #1 requirement. When you encounter a challenge, your first instinct is NOT to ask for help. Your first instinct is to leverage modern tools. You use AI assistants (like Gemini/ChatGPT) to brainstorm solutions, write scripts, and debug code. You read documentation, test theories, and find the answer. You see AI as your co-pilot for getting things done faster and smarter.

--- You are Genuinely Passionate About Technology. You enjoy learning how systems work. You aren't afraid of APIs, webhooks, or complex technical concepts because you are curious. You probably have personal projects where you've automated parts of your own life just for fun.

--- You are Autonomous and Take Ownership. You don't need to be micro-managed. You can take a clear brief, ask clarifying questions at the start, and then be trusted to deliver the result. You own your tasks from start to finish.

--- You Have Extreme Attention to Detail. You understand that a small error in a workflow or an invoice can cause big problems. You double-check your work and take pride in its accuracy.

--- You are an Excellent Communicator. You can clearly explain a technical problem, provide regular updates on your progress, and are fluent in written and spoken English.

--- You are Trustworthy and Reliable. You will be handling sensitive client data and internal financial information. Absolute integrity is essential.

Must-Have Skills & Experience

--- Proven Mastery of AI Tools: You must be able to demonstrate how you use AI assistants (Gemini, ChatGPT, etc.) for problem-solving, code generation, and learning new technical skills. This is more important to us than years of experience in any single platform.

--- Demonstrable HubSpot Experience: While you don't need to be a certified expert, you must have hands-on experience building workflows, managing properties, and navigating the HubSpot platform. A smart person with AI skills can learn the rest.

--- Experience with Xero (or similar accounting software) and an understanding of basic bookkeeping principles.

--- Proficiency with Google Workspace (Docs, Sheets) and project management tools.

What We Offer

--- A competitive salary.

--- A stable, long-term, full-time remote position.

--- The opportunity to work directly with the agency owner and learn high-level business strategy.

--- A supportive environment where your ideas for improvement are encouraged and implemented.

--- The chance to grow into a senior leadership role as the agency expands.

About Us

We are a growing HubSpot Partner agency based in Australia, focused on delivering high-level strategy and implementation for our clients. We are a small, dynamic team that values excellence, efficiency, and proactive problem-solving. We believe in empowering our tea ---------- mbers and providing them with the tools and autonomy to do their best work.

How to Apply

To apply, please submit your resume and a cover letter. In your cover letter, please answer the following two questions:

1. Describe the most complex automation (using HubSpot, Zapier, Make/n8n or another tool) that you have ever built. What was the problem, and how did your solution work?

2. Tell us about a time you faced a technical problem you didn't know how to solve. What role did AI play in helping you find the solution? Please be specific about the prompts you used or the approach you took.

Applications without a cover letter answering these questions will not be considered. We look forward to hearing from you!