AI Automation Specialist

Title: AI Automation Specialist (n8n, HubSpot Pro, WhatsApp Cloud API)

Role Type & Location

Role Type: Full-time (40 hrs/week)

Location: 100% Remote.

Contract: 3-month paid trial period, followed by a 12-month extension based on performance KPIs.

About us:

We are a growing Houston-based Marketing, Signage and Printing business committed to aggressive scaling through AI-driven lead generation and process automation.

Our Ai Initiative:
This is our ambitious plan to start with a core remote team of 3 and scale to 100+ high-performing contributors. You will be a core builder of our automation infrastructure, connecting mission-critical systems like WhatsApp, web forms, HubSpot Pro, Slack, payments, and production tracking.

Mission: Automate Revenue and Reliability

Your core mission is to architect and deploy rock-solid automations that transform inbound sales leads into a predictable, measurable project stream:

• Lead-to-Quote: Rapid and reliable lead processing.
• Quote-to-Order: Efficient contract and payment collection.
• Order Compliance: includes Production, Seamless handoff and status updates.
• Customers Feedback/Review: Closing the loop with customers.

You will ensure every step includes latest Ai metrics and a clean audit trail.

Core Responsibilities (The Build)

• Workflow Architecture: Design, build, and maintain complex n8n workflows across our Core stack: WhatsApp Cloud /HubSpot/Slack /Google Sheets/Drive / Stripe/PayPal.
• HubSpot Mastery: Implement and manage custom objects, properties, pipelines (e.g., Contacts, Deals, Products), and specialized signage properties (material, size, install, deadlines, margin %).
• WhatsApp Compliance: Create and maintain a message template library (Meta-approved) and programmatically enforce the 24-hour session logic for service and compliance.
• Reliability Engineering: Implement robust error handling, retries, and detailed logging (success/fail). Configure proactive Slack alerts for exceptions and system failures.
• Human-in-the-Loop (HITL): Design HITL steps using interactive buttons/links within Slack for critical actions like quote approvals, escalations, or manual data review.
• Business Logic Enforcement: Build validation nodes to enforce margin and discount guardrails before Deals progress to key quote stages.
• Data Integrity: Create lightweight supporting data models (e.g., Sheets/Airtable) as needed, ensuring HubSpot remains the Single Source of Truth (SSOT).
• Testing & Quality: Set up test harnesses in n8n with realistic sample scenarios and maintain a goal of 90% green test coverage.
• Documentation: Write concise SOPs/runbooks and in-workflow notes to ensure flow maintainability by others.
• Integration Partner: Collaborate with the Web/Elementor Developer to ensure clean form, UTM, and tracking data ingestion.

Candidate Profile

Required Skills & Experience (Non-Negotiable)

• Automation Expertise: 2+ years building and maintaining production-grade automations in n8n, Make, or Zapier, with a strong preference for n8n.
• HubSpot Professional: Deep experience configuring and managing pipelines, custom properties, workflows, products, and reporting within HubSpot Pro.
• WhatsApp Cloud API: Proven, hands-on experience with the WhatsApp Business Platform Cloud API (not just the consumer or desktop app).
• API/Coding Fundamentals: Expert comfort with JSON, API structures (auth, webhooks, pagination), and ability to write basic JavaScript within n8n Code nodes.
• Observability: Established habits for logging, monitoring, and debugging complex issues like rate limits, authentication failures, and data schema problems.
• Communication: Excellent written English skills for clear flow documentation, edge-case analysis, and team updates.

Nice to Have (The Bonus)

• Domain Knowledge: Experience in the retail, production and project management (quotes, proofs, installs) or similar job ticketing/custom manufacturing processes.
• Tech Stack: Familiarity with Stripe/PayPal webhooks, GA4, basic SQL, or Airtable scripting.
• AI/LLMs: Experience with LLM prompting for intent/entity extraction, coupled with safety/moderation checks.

Performance & Screening

Key Performance Indicators (KPIs) - First 30 Days

• Lead Reliability: Lead capture reliability 99% (zero lost leads).
• Speed: Median response time (bot-driven) for new leads in 2 minutes.
• First Project Ship: Quote-stage automation is live and stable for Magnetic Signs; overall quote turnaround time 24 hours.
• Time to Resolution: Mean Time To Resolution (MTTR) for critical errors in 12 hours, supported by proactive Slack alerts.
• Data Flow: All Cost Per Lead (CPL) and Customer Acquisition Cost (CAC) tracking fields flow reliably from source to HubSpot Deal.

Shortlist Screening Questions (Required)

1. Share a link or screenshot of an n8n workflow you built, and explain the single hardest bug you solved and how you debugged it.

2. How do you enforce the 24-hour WhatsApp session rules programmatically within an automation workflow?

3. Describe your comprehensive approach to logging and error handling in multi-step automations.

4. What is your strategy to proactively prevent or quickly address "silent failures" when third-party APIs introduce breaking changes?

5. Show or describe how you’ve implemented margin/discount validation checks before a stage change in a CRM (e.g., HubSpot).

Paid Technical Test (2–4 Hours)

We will provide a technical scenario for which we pay for your time and expertise (rate TBD).

• Task: Build a flow: Webhook/n8n/HubSpot Contact + Deal creation /Slack notification card with interactive buttons.
• Required Features: Must include robust error catching, logging of failures (timestamp, payload, error) to a Google Sheet, and a simple validation/retry mechanism (e.g., phone or email required).
• Deliverable: The completed flow and a short Loom video walkthrough.

Compensation & Culture

• Compensation: USD $500–$700/mo (Mid-Level) or higher based on senior-level experience and proof of delivery. Paid monthly via Wise/Payoneer.
• Incentives: Performance bonuses for hitting automation milestones and maintaining high reliability targets.
• Work Style: We value an ownership mindset and continuous delivery.

We operate with:

*Daily Slack updates on progress.

*Weekly live demos of working features.

*Clean, well-named nodes and clear in-workflow documentation.

*Transparent communication about blockers and proactive suggestions for simplification.

How to Apply (The Process)

Submit your application using our hiring form. Please include:

1. Your CV/Portfolio.

2. 3 separate workflow screenshots that showcase your best work.

3. Your detailed answers to the 5 Screening Questions.

4. Your link to a Loom video or portfolio piece demonstrating your automation ability.

5. Use the exact subject line: “AI Automation – I ship reliable systems.”

Job Type: Contract
Contract length: 3-12 months

Work Location: In person