Automation & Workflow Specialist – Real Estate Agency (n8n / Make / Zapier / AI)

Help automate and optimize our real estate operations using automation platforms like n8n, Make, Zapier, or similar.
Focus on connecting tools, streamlining workflows, and building scalable systems for efficiency and growth.

We are looking for an experienced Automation & Workflow Specialist to design and maintain smart automations for our real estate agency. Our agency currently handles a number of property rentals monthly, so stability and error-free automation are key.

You’ll be responsible for improving and streamlining our existing property rental (verhuur) workflow — based on a clear internal blueprint that defines every step, from property inspection to listing publication, viewing coordination, candidate screening, and contract preparation.

Your role is not to invent the process — it already exists and works effectively — but to make it faster, smarter, and more automated by connecting tools like Outlook (Microsoft 365), Google Workspace, LeadFlow.rent, and SwissTransfer using automation platforms such as n8n, Make or Zapier.

You will have access to this detailed workflow document (blueprint) and work closely with the owner to turn it into scalable automation systems.

We also expect your input and creativity — your job is to spot automation opportunities we might not have thought of.

Later, this role may expand to automations for rental search (aanhuur), marketing, and client onboarding.

Main Tasks
• Review the existing rental workflow blueprint (inspection ? listing ? viewings ? tenant selection ? contract).
• Identify where automation creates the most value while preserving key manual review ---------- nts.
• Build and manage automations using n8n, Make, Zapier, Zoho Flow, or similar low-code platforms.
• Connect and automate between tools such as:
• Outlook (Microsoft 365) – email triggers, draft generation, notifications.
• Google Workspace – Forms, Sheets, Drive, and Docs automation.
• LeadFlow.rent – lead handling and candidate data organization.
• SwissTransfer – automated document uploads and link generation.
• Automate structured steps such as:
• Candidate data and document collection via online forms.
• File organization, naming, and completeness validation.
• Draft landlord proposal emails (for manual approval before sending).
• Logging all workflow activity and results in Sheets or dashboards.
• Optionally integrate AI tools (OpenAI / ChatGPT API) for:
• Property description generation.
• Candidate summaries or document interpretation.
• Design modular, reusable automations with clear documentation for future scaling.

Requirements
• Proven experience with automation platforms (n8n, Make (Integromat), Zapier, Zoho Flow, or Pabbly Connect).
• Strong understanding of API integrations and webhooks.
• Experience with Microsoft 365 / Outlook automation.
• Skilled in Google Workspace automation (Forms, Sheets, Drive, Docs).
• Structured and analytical thinker with excellent process understanding.
• Strong English communication and documentation skills.
• Experience with real estate or property management systems is a strong advantage.

Nice to Have
• Experience integrating AI tools (ChatGPT API / OpenAI).
• Familiarity with Twilio / WhatsApp API for communication flows.
• Experience with Zoho CRM or other real estate CRMs.
• Background in workflow mapping or process optimization.

Work Details

Type: Project-based (with potential for long-term collaboration)
Schedule: Flexible hours
Compensation: Fixed rate per project or milestone — please include your proposed rate.

Deliverables
• Functional automations connecting Outlook, Google Workspace, LeadFlow.rent, and file-sharing tools (SwissTransfer).
• Automated document and data-management processes.
• Clear workflow documentation and logic maps.
• Reusable automation modules for future use (aanhuur, marketing, onboarding).

How to Apply

Before applying, please review our Workflow Blueprint here: ----------

Once you’ve reviewed the Blueprint, complete the following Google Form: ----------

Only candidates who review the Blueprint and complete the form will be considered. After submitting, please send a short message here confirming your application.