AI & CRM Automation Executive

Role overview

We are hiring a proactive, tech-savvy AI & CRM Automation Executive to own and improve the full lead-handling and customer communication flow for our education brands.

The position connects marketing campaigns, CRM systems, WhatsApp automation, AI tools, and admissions processes so every lead receives prompt, relevant, and personalized communication.

This role is suited to someone who is comfortable working with CRM platforms, WhatsApp automation, no-code tools, AI applications, spreadsheets, dashboards, and lead databases.

This is far more than a basic CRM data-entry position. The focus is on building smart workflows, automating repetitive marketing and admissions tasks, shortening lead response times, reactivating old databases, and using AI to improve marketing and sales efficiency.

The end-to-end flow for the role is: Lead capture → CRM entry → Segmentation → Automated communication → Lead nurturing → Counselling → Follow-up → Admission → Reactivation.

Key responsibilities

CRM management, WhatsApp journey design, AI workflow implementation, lead nurturing automation, database cleanup and reactivation, integrations, and funnel reporting are all core parts of this role.

CRM management and lead-flow automation

• Handle daily CRM operations and lead-management processes.
• Ensure leads from every marketing channel are captured accurately and moved into the CRM without delays.
• Manage lead inflow from Meta Lead Ads, Google Ads, landing pages, website forms, WhatsApp campaigns, webinars, events and seminars, walk-ins, referral programs, offline campaigns, and older databases.
• Create automated lead assignment and distribution rules based on course, location, source, campaign, lead stage, and counsellor availability.
• Spot and fix lead leakage, duplicate records, wrong tagging, and integration problems.
• Maintain consistent and correct lead-source tracking across campaigns.
• Make sure lead stages are updated properly from new inquiry through final admission.

WhatsApp automation and customer journeys

• Build, deploy, and refine automated WhatsApp journeys for students and parents.
• Create workflows for instant acknowledgment, course details, counselling slot booking, demo class invites, webinar registration and reminders, event registration and reminders, faculty introductions, student success stories, testimonials, and social proof.
• Set up segmented journeys based on course interest, lead source, engagement level, funnel stage, location, student profile, and past interactions.
• Ensure communication is personalized and contextual rather than generic mass messaging.

AI implementation and workflow automation

• Find opportunities to apply AI and automation across marketing, CRM, admissions, and customer communication.
• Use AI tools to support content creation, lead messaging, data analysis, and operational productivity.
• Build AI-assisted workflows for recurring marketing and CRM activities.
• Develop AI-based templates for tailored WhatsApp and email communication.
• Create internal AI assistants and prompt libraries for marketing and admissions teams.
• Explore AI-based lead classification and prioritization methods.
• Use AI to summarize lead conversations and identify customer intent.
• Build automated responses for common questions and basic course enquiries.
• Create AI-supported reporting and campaign-analysis flows.
• Research and test new AI tools that can improve automation, engagement, and education operations.

Lead nurturing and retargeting automation

• Work closely with performance marketing and content teams to design structured nurturing journeys.
• Create automated paths for new leads, engaged leads, qualified leads, counselling stages, follow-up stages, and admissions.
• Build separate workflows for fresh leads, high-intent leads, unresponsive leads, webinar attendees, webinar no-shows, event attendees, demo participants, counselling-completed leads, fee-enquiry leads, incomplete applications, lost leads, and old databases.
• Track engagement and trigger follow-up actions automatically when needed.

Lead scoring and segmentation

• Create lead-scoring models based on customer behaviour and engagement.
• Segment leads by WhatsApp replies, link clicks, webinar attendance, event participation, counselling bookings, demo attendance, website activity, course interest, recent interactions, and lead source.
• Help the admissions team focus on prospects with stronger buying intent.
• Set up alerts and tasks for counsellors when a lead shows clear intent.
• Continuously refine qualification rules using conversion data.

CRM and admissions coordination

• Collaborate with admissions and counselling teams to understand follow-up bottlenecks.
• Train team members on correct CRM usage and lead-stage updates.
• Make sure counsellors record outcomes and stage movement correctly.
• Create reminders and automated tasks for pending follow-ups.
• Build escalation flows for leads that are not contacted within the expected response time.
• Track team response times and follow-up efficiency.
• Identify where prospects drop off in the funnel and recommend automation fixes.

Database management and reactivation

• Maintain databases in a clean, organized, and segmented format.
• Audit CRM records regularly for duplicates, missing fields, incorrect tags, and stale lead stages.
• Create reactivation campaigns for older leads.
• Segment historical databases by course interest, year, campaign source, engagement, and previous enquiry stage.
• Develop automated re-engagement campaigns using WhatsApp, email, and ad audience lists.
• Measure the performance and conversions from reactivation campaigns.

Integrations and no-code automation

• Build and maintain integrations between marketing platforms and the CRM.
• Work with CRM systems, WhatsApp Business API tools, Meta Lead Ads integrations, Google Ads lead tracking, landing-page form integrations, Google Sheets, webhooks, API-driven connections, no-code and low-code automation tools, calendar booking systems, email automation platforms, and reporting dashboards.
• Understand how connected systems work together and use automation tools to build workflows, even without full-stack development experience.

Reporting and funnel analytics

• Prepare reports that cover the full lead journey.
• Share regular insights on bottlenecks, performance gaps, and opportunities for automation.

Required experience and background

The preferred candidate has 1 to 3 years of experience in CRM operations, marketing automation, sales automation, digital marketing operations, or a closely related function.

Experience with CRM tools, lead-management systems, WhatsApp Business API or WhatsApp automation platforms, AI tools, workflow automation, and no-code platforms is highly valuable.

Strong capability in Google Sheets, data handling, basic APIs, webhooks, integrations, and data movement is expected.

The role also requires the ability to map customer journeys into automation workflows, solve problems analytically, and work effectively with marketing, admissions, content, and technology teams.

Background in Education, EdTech, Coaching, Training, or any high-volume lead-generation environment is preferred.

Preferred technical exposure

Hands-on experience with any mix of CRM platforms, WhatsApp Business API tools, marketing automation software, no-code automation tools, AI assistants and generative AI platforms, Google Sheets automation, dashboards, Meta Lead Ads integrations, Google Ads conversion tracking, webhooks, API integrations, appointment scheduling tools, and email marketing automation will be an advantage.

Practical problem-solving is valued more than experience with one specific software product.

What success in this role looks like

We are looking for someone who thinks in systems, enjoys solving repetitive operational problems through automation, understands the full customer journey, can independently build and test workflows, stays curious about emerging AI tools, and uses automation to improve the customer experience rather than create spam.

The person should work well with marketing and admissions teams, maintain strong data accuracy, take ownership from problem identification through implementation, and measure success through better conversions and higher operational efficiency.

Key performance indicators

Performance will be measured through CRM lead-capture accuracy, reduction in lead leakage, faster lead assignment, improved lead-to-admission conversion, better CRM data quality, the number of manual tasks automated, time saved through automation, wider adoption of AI tools within internal teams, and stable integrations/workflows.

Role type

This is a full-time, on-site position based in Coimbatore, Tamil Nadu, India.

The executive will work closely with the Marketing Head, Performance Marketing Specialist, Marketing Content Specialist, Admissions Team, CRM Team, and Technology Partners.

The larger goal is to create an intelligent, automated growth system where no lead is missed, every prospect receives the right communication, admissions teams get better-qualified opportunities, and repetitive work is steadily reduced through AI and technology.