Job description
Role Overview:
The Automation Specialist will be responsible for designing and implementing internal workflows and automations across the agency’s tech stack. You’ll build systems to streamline how we onboard clients, launch ad campaigns, manage content production, assign tasks, and track deliverables — all without manual bottlenecks.
This role blends technical automation skills with operational thinking. You’ll work closely with the Operations Manager, media buyers, and creative team to identify friction points and build customized automations that improve speed, accuracy, and visibility.
Key Responsibilities:
✦ Workflow Automation (Client & Internal)
Build scenarios to automate repetitive workflows (e.g., client onboarding, asset delivery, reporting alerts, etc.)
Automate Notion dashboards and task creation when a client signs or a new project kicks off
Integrate tools like Google Forms, Airtable, Slack, Drive, and ClickUp with Make or Zapier
✦ Ad Operations Automation
Automate naming conventions, folder creation, and campaign briefs for new ad launches
Support media team with automations for creative tracking, performance logging, and approvals
Create logic-based systems for media buyers to trigger creative refreshes, test tracking, etc.
✦ Communication & Asset Handoff
Automate notifications and task handoffs between departments (e.g., once UGC is approved, editor is notified)
Create Slack or email automations for key events (e.g., “Client submitted creative form” or “Ad set ready to publish”)
Set up triggers for client updates, review reminders, and feedback loops
✦ SOPs & Documentation
Build internal knowledge base of how automations work and how the team should use them
Maintain documentation for each major automation scenario, including how to troubleshoot or update
✦ Ongoing Optimization
Regularly audit workflows for inefficiencies or failures
Propose and implement new automations as the agency scales
Maintain a high standard of clean, logic-driven automation that’s easy to replicate or expand
Qualifications:
2+ years experience with (Integromat), Zapier, or similar tools
Strong understanding of Notion, Airtable, Google Suite, and project tools (ClickUp, Slack, etc.)
Experience designing automation systems for service-based or creative agencies
Strong problem-solving skills and attention to detail
Bonus: familiarity with ad agency processes, media workflows, or client lifecycle automation
Bonus Responsibilities (Optional, but Recommended):
Client Portal Setup: Build automated dashboards or portals in Notion or Airtable for each client
Ad Creation Templates: Auto-generate creative briefs or naming structures from forms
Internal Reporting Pipelines: Automate pulling and formatting ad performance data across accounts
Compensation:
Monthly retainer or project-based (DOE & scope)
Opportunity for long-term contractor or internal team growth
Remote-first with flexible hours and high autonomy
Originally posted on Himalayas
Who can apply
The source lists worldwide eligibility. Accepted UTC offsets: UTC-11, UTC-10, UTC-9.5, UTC-9, UTC-8, UTC-7, UTC-6, UTC-5, UTC-4, UTC-3.5, UTC-3, UTC-2, UTC-1, UTC+0, UTC+1, UTC+2, UTC+3, UTC+3.5, UTC+4, UTC+4.5, UTC+5, UTC+5.5, UTC+5.75, UTC+6, UTC+6.5, UTC+7, UTC+8, UTC+8.75, UTC+9, UTC+9.5, UTC+10, UTC+10.5, UTC+11, UTC+12, UTC+12.75, UTC+13, UTC+14. Review the full description for employer-specific work authorization, residency and schedule requirements.