AI Automation & CRM Specialist (Zapier + HubSpot + GPT) – Build a Sales System

AI Automation & CRM Specialist (Zapier + HubSpot + GPT) – Build a Sales System for Commercial Furniture Agency Business

There are two arms to our business
1. We are a commercial furniture Agency representing international hospitality brands. Paid commission on sales.
2. We also offer Interior Design, manufacture, supply and procurement of furniture, FF&E and related products, targeting hotels, resorts, and interior designers etc across Australia and Fiji.

We are building an AI-powered sales and lead generation system to automate how we obtain leads and manage enquiries, generate quotes, coordinate with suppliers, and follow up to close deals.

We are looking for a highly capable automation specialist to build this system using Zapier (or Make), HubSpot, and OpenAI (GPT).

This is NOT a basic VA role.
We are looking for someone who can think, structure workflows, and build systems — not just follow instructions.

What You’ll Be Building (Initial Scope):

You will implement a 4-week system rollout:

1. CRM Setup (HubSpot)

* Build deal pipeline and stages
* Create custom fields (project type, products, quantities, timeline, etc.)
* Connect Outlook email integration
* Create dashboard for pipeline visibility
* Organise and clean up data base of existing clients

2. Lead Generation Automation
* Build workflow:
Email ? AI parsing ? structured data ? HubSpot deal
* Use OpenAI to extract key information from incoming enquiries

3. Lead Intake Automation
* Build workflow:
Email ? AI parsing ? structured data ? HubSpot deal
* Use OpenAI to extract key information from incoming enquiries

4. Supplier & Proposal Automation

* Generate structured supplier briefs automatically
* Process supplier quotes (Excel/PDF)
* Generate draft client proposal emails

5. Follow-Up System

* Build automated follow-up sequences
* Create task reminders and deal tracking
* Ensure no leads are missed


What Success Looks Like:

* We create an automated and segmented system for cold calling and warm leads
* Every enquiry is captured and tracked in HubSpot
* Emails are turned into structured deal data automatically
* Quotes move quickly through the system
* Follow-ups are consistent and automated
* The business owner only steps in to close deals


**Ongoing Opportunity:**
After the system is built, we are looking for someone to:

* Maintain and improve automations
* Monitor workflows
* Assist with CRM and sales operations
* Potential long-term role (10–20 hours/week)

**Required Skills:**

* Strong experience with Zapier or ---------- (must have built multi-step workflows)
* Experience setting up and automating HubSpot CRM
* Experience using OpenAI / ChatGPT for automation
* Strong English communication (written and verbal)
* Ability to think logically and structure systems

Bonus (Highly Valued):

* Experience with sales pipelines or CRM-driven businesses
* Experience with product, procurement, or quoting workflows
* Experience handling email parsing or document automation

**Important:**
We are not looking for someone to just “do tasks”.

You must be able to:

* Understand business workflows
* Suggest improvements
* Build clean, scalable systems


To Apply:
Please include ALL of the following:

1. A short description of a similar automation you have built (Zapier/Make)
2. Your experience with HubSpot (what have you set up?)
3. A Loom video (2–5 minutes) walking through a workflow you’ve built (preferred)
4. Your hourly rate and availability

Applications without examples will not be considered.


Test Task (Paid):
Shortlisted candidates will be asked to complete a small paid test:
Build a simple workflow:

Email ? AI extraction ? structured output (Google Sheet or similar)


Timing:

* Initial build: 20–40 hours over 2–3 weeks

If you are someone who enjoys building systems that make businesses run better — we’d love to work with you.