Zapier & IT Digital Workflow Automation Specialist

Client Overview

Our client is a fast-growing real estate development and investment company based in Bali, specializing in luxury property development, hospitality, and investment projects.

The company manages the full property development lifecycle, from land acquisition and design through construction, property management, and investment operations. With an international team and a growing portfolio, the company is now looking to strengthen its internal digital infrastructure and automate its day-to-day business operations.

This is an exciting opportunity to join a growing organization and play a key role in building more structured, connected, and automated digital operations across the business.

Job Role

The Digital Operations & Workflow Automation Specialist will be responsible for optimizing the company's digital systems, connecting different software platforms, and reducing repetitive manual work through workflow automation.

This is not a traditional IT support role.

We are looking for someone who understands business processes and workflow design, and can translate operational problems into practical technology solutions.

A major focus of this role will be Zapier-based automation, particularly connecting and automating workflows across Monday.com, Slack, Fireflies, CRM systems, Microsoft tools, and AI platforms.

The ideal candidate is someone who can look at how a business currently works, identify where time and information are being lost, and then build an automated workflow to make the process faster, more structured, and scalable.

Current Digital Environment

The company currently works with a combination of:

• Monday.com

• Slack

• Microsoft Outlook

• Microsoft Teams

• SharePoint

• GoHighLevel (GHL)

• Zapier / Make.com

• APIs & Webhooks

• OpenAI / ChatGPT / Claude

• Fireflies

• PandaDoc

Key Responsibilities

1. Workflow Automation

• Design, build, and maintain automated workflows across different business platforms.

• Identify repetitive manual processes and replace them with automated solutions.

• Build integrations using Zapier, Make.com, APIs, webhooks, and native platform automations.

• Connect systems so information can move automatically between platforms without unnecessary manual data entry.

• Monitor and continuously improve existing automations.

2. Monday.com Optimization

• Structure and optimize Monday.com as a central operational platform.

• Build boards, workflows, automations, dependencies, views, and dashboards.

• Create automated task assignments, reminders, notifications, status updates, and follow-ups.

• Improve visibility of projects and operational performance for management.

3. Slack & Communication Automation

• Integrate Slack with Monday.com, CRM, Fireflies, and other business systems.

• Automate notifications, task updates, reminders, and internal communication.

• Help create a more structured communication workflow across departments.

4. Fireflies & Meeting Automation

• Build workflows that turn meeting recordings and transcripts into structured business actions.

• Automate the process of converting meeting discussions into tasks, follow-ups, summaries, and assignments in Monday.com or other systems.

• Connect Fireflies with Zapier and other platforms to reduce post-meeting administrative work.

5. SharePoint & Document Structure

• Restructure and organize the company's SharePoint environment.

• Create logical document structures, permissions, naming conventions, and folder systems.

• Improve accessibility and information management across departments.

6. AI & Intelligent Automation

• Identify opportunities to use AI to reduce repetitive administrative work.

• Implement practical workflows using ChatGPT, Claude, and other AI tools.

• Develop solutions such as meeting summarization, document processing, automated correspondence, data extraction, and workflow recommendations.

• Help the company move from basic software usage toward intelligent, AI-assisted operations.

7. CRM & System Integration

• Support the setup and optimization of CRM workflows.

• Connect CRM systems with other operational platforms.

• Reduce duplicate data entry and improve data consistency between systems.

8. Process Optimization & Dashboards

• Work directly with department heads to understand current workflows and operational pain points.

• Map existing processes and identify inefficiencies.

• Design scalable digital workflows that support business growth.

• Build management dashboards that provide clear visibility into operational performance.

What Success Looks Like

Within the first 90 days, the successful candidate should be able to help the company achieve measurable improvements such as:

• Meetings automatically converted into structured tasks and follow-ups.

• Monday.com becomes a reliable central operational platform.

• Slack notifications and internal workflows become more structured.

• Fireflies meeting data flows automatically into relevant business systems.

• Manual data entry and repetitive administrative work are significantly reduced.

• Management dashboards provide clearer real-time visibility.

• Automated reminders and follow-ups reduce missed actions.

• AI-powered workflows are actively being used by the team.

Requirements

Education & Experience

• Bachelor's Degree in Information Systems, Computer Science, Industrial Engineering, Business Operations, or a related field is preferred.

• 3–5+ years of experience in digital operations, business systems, process optimization, workflow automation, or a similar function.

• Experience working in a fast-growing company, startup, scale-up, real estate, property, hospitality, agency, or other dynamic business environment is preferred.

Technical Requirements

Strong hands-on experience with workflow automation is essential.

The ideal candidate should have practical experience with:

• Zapier — strongly preferred / highly important

• Make.com / Integromat

• Monday.com

• Slack

• Fireflies

• Microsoft 365 / SharePoint

• CRM platforms

• APIs & Webhooks

• OpenAI / ChatGPT / Claude

• Native software integrations

Candidates with strong Zapier experience—especially those who have built multi-step automations connecting Monday.com, Slack, Fireflies, CRM systems, and other business applications—will be highly preferred.

Business & Process Skills

• Strong understanding of business processes and workflow design.

• Ability to analyze how teams work and identify opportunities for automation.

• Ability to translate business requirements into practical technical solutions.

• Strong problem-solving and systems-thinking capabilities.

• Comfortable working independently and taking ownership of projects from concept to implementation.

• Able to communicate with senior management and different departments to understand their operational needs.

Personal Competencies

• Highly proactive and self-motivated.

• Strong attention to detail.

• Structured and analytical mindset.

• Comfortable working in an ambiguous and fast-changing environment.

• Strong project ownership and execution skills.

• Excellent communication and stakeholder management skills.

Language

• Professional working proficiency in English, both written and spoken, is mandatory.