AI Systems & Automation Lead

About the Role

Heroes of Digital is shaping a new model for the agency: an AI-driven, search-focused growth business that helps high-consideration companies create, capture, and demonstrate qualified demand through Google, AI search, paid media, landing pages, calls, WhatsApp, forms, and tracking.

The team already has several AI automations in place for light audits, proposals, keyword research, prompt creation, content gap analysis, content briefs, and content production. The next step is to connect these separate pieces into one internal operating system.

This position is a hands-on builder role, not an AI research role. The ideal person can combine AI tools, workflow automation, APIs, structured data, and business process design to automate and scale agency operations.

Mission

Your goal is to transform the company’s sales, delivery, SEO, paid media, GEO, content, reporting, and client success processes into repeatable AI-enabled systems.

You will help create the foundation for HOD OS, the company’s internal system for audits, proposals, client-fit scoring, delivery roadmaps, content workflows, reporting, client health scoring, and later campaign intelligence.

Core Responsibilities

• Review current AI workflows and strengthen them, including light audits, proposal generation, keyword research, GEO prompt creation, content gap analysis, content brief creation, content writing, and SEO/GEO audit processes.
• Identify what is effective, what still requires manual effort, what is duplicated, what is unstable, and what should be standardized.
• Design, build, and maintain automations using tools such as Claude, ChatGPT/OpenAI, n8n, Make, Zapier, Google Sheets, Airtable, HubSpot, Monday.com, and similar platforms.
• Create workflows such as prospect audits, client-fit and churn-risk scoring, proposal generation, audit-to-Monday task creation, SEO/GEO roadmap automation, content production, client reporting insights, client health scoring, sales follow-up automation, and case study extraction.
• Move company information from scattered files and documents into structured, reusable data.
• Help create and maintain databases or tables for prospects, clients, audits, proposals, keywords/topics, GEO prompts, content briefs, recommendations, tasks, lead-quality signals, client health scores, churn risks, and case studies.
• Connect the full agency journey from sales audit to proposal, signed client, full audit, roadmap, Monday.com tasks, execution, reporting, client health tracking, and case study creation.
• Reduce manual handoffs, improve consistency, and ensure insights from sales and audits are carried through into delivery.
• Build quality-control systems for AI-generated work so outputs can be trusted by the team.
• Set up prompt versioning, output templates, human review checkpoints, quality checklists, error handling, logging, documentation, test cases, and workflow monitoring.
• Work closely with leadership and the SEO, paid media, content, sales, client success, and operations teams to understand real business problems and turn them into practical automation.
• Support documentation, testing, debugging, and ongoing improvement of systems so they remain reliable and easy to use.

Skills and Capabilities

• Ability to break down messy workflows and simplify them into clear systems.
• Strong hands-on experience with automation platforms such as n8n, Make, Zapier, or equivalent tools.
• Comfort working with APIs, webhooks, structured data, and databases.
• Practical use of Claude, ChatGPT/OpenAI, or similar AI tools inside production workflows.
• Experience creating structured prompts and dependable AI-generated outputs.
• Confidence using Google Sheets, Airtable, HubSpot, Monday.com, and Looker Studio.
• Clear documentation habits and the ability to explain systems to non-technical teammates.
• Strong testing, troubleshooting, and debugging ability.
• Systems thinking rather than one-off automation hacks.
• Ability to work quickly without creating brittle or confusing workflows.

Technical Requirements

• Deep experience with workflow automation tools such as n8n, Make, Zapier, or similar.
• Experience using AI platforms such as Claude, ChatGPT/OpenAI, Gemini, or comparable tools.
• Ability to handle APIs, webhooks, JSON, CSV, and structured outputs.
• Solid understanding of Google Sheets or Airtable-style data structures.
• Basic JavaScript or Python scripting skills.
• Ability to document workflows and systems in a clear way.
• Strong analytical thinking and problem-solving skills.

Bonus Experience

• Background in a digital marketing agency.
• Exposure to SEO-related workflows.
• Experience with Google Ads, Meta Ads, GA4, Google Search Console, or Looker Studio.
• Familiarity with Semrush, Ahrefs, Screaming Frog, or similar SEO tools.
• Experience with HubSpot, Monday.com, ClickUp, or other CRM/project management tools.
• Exposure to call tracking, WhatsApp tracking, form tracking, or lead attribution.
• Experience building internal tools with Retool, Softr, Glide, Supabase, or similar platforms.
• Experience automating content, audits, or reporting.

What Success Looks Like

In the first 90 days, success means the current automations are fully mapped and documented, the main workflows are improved and standardized, audit and proposal processes are more dependable, a central structured data layer exists, client-fit and churn-risk scoring version 1 is live, proposal insights can feed into delivery roadmaps or Monday.com tasks, manual work time is reduced, AI outputs are more consistent, and the HOD OS foundation is clearer.

Within 6 to 12 months, success means the company has a dependable automation layer across sales, delivery, reporting, and client success; audits and proposals are much faster and more consistent; delivery roadmaps are created more systematically; client health and churn risk are identified earlier; teams use the system daily; and the automation layer improves margin, retention, close rate, and delivery quality.

Who This Role Is For

This role suits a practical builder who enjoys working where AI, automation, marketing, and operations meet.

You do not need to be a machine learning engineer. You do need to be someone who can take a real business process and build a working system around it.

The right person will enjoy building useful tools, improving workflows, and helping teams work faster and smarter.

Location and Working Style

Remote or hybrid work is acceptable. Preferred locations include Singapore, Malaysia, the Philippines, Indonesia, Vietnam, or other regions that overlap well with Singapore working hours. Singapore-based candidates are welcome, but being based in Singapore is not required. Clear communication, ownership, speed, and practical automation ability matter more than location.

Reporting Line

This role works closely with senior leadership and reports to the person responsible for automation, systems, or product operations. You will collaborate across sales, SEO, paid media, content, client success, and operations teams.