AI & Systems Implementation Manager - Operations, Automation & AI Deployment

We are building a highly structured, systemised and scalable business behind a premium brand. This role is central to that.

• We are looking for someone who can take ideas, decisions and problems, and turn them into clear systems, workflows and tools that actually work day-to-day.
• This is not an admin role. This is not a coordination role.
• This is a hands-on implementation role where you will build the operational infrastructure of the business.

You will work directly with the founders to:

• Implement systems
• Introduce automation
• Deploy AI tools
• Structure workflows
• Remove operational friction

If done well, this role becomes one of the most important functions in the business.

What You Will Own:

You will be responsible for turning how the business runs into structured, scalable systems.

Systems & Software Implementation (Core)

You will lead the setup, rollout and optimisation of operational tools across the business.

Examples include:

• CRM systems (lead tracking, pipelines, reporting)
• Call handling systems (AI answering, missed call workflows, call summaries)
• WhatsApp and messaging systems (centralised communication and automation)
• Payment tracking systems (invoices, payment plans, reconciliation)
• Operational tracking systems (tasks, bookings, ownership)
• Reporting systems (performance dashboards, weekly / monthly reporting)

Your responsibility is not just to set tools up, but to ensure they are:

• Structured correctly
• Used consistently
• Delivering measurable improvements

AI Implementation & Automation:

You will play a key role in implementing AI across the business.

This includes:

• Deploying AI tools for call handling and enquiry response
• Implementing AI chat and messaging workflows
• Using AI for transcription, analysis and reporting
• Supporting the rollout of internal AI agents and automation systems
• Identifying where AI can reduce manual work or improve output

Workflow Design & Operational Structure:

You will design how work flows through the business.

• Build workflows in tools such as Monday.com (or similar)
• Create structured systems for leads, bookings, tasks and payments
• Ensure clear ownership and accountability across teams
• Remove inefficiencies and bottlenecks

You will effectively build the "operating system" of the business.

Reporting & Data Structure:

You will build clear, reliable reporting used by leadership.

• Create structured Excel trackers and dashboards
• Build "single source of truth" systems
• Track key metrics across sales, bookings and operations
• Produce weekly and monthly reporting that is clear and decision-useful

SOPs & Process Systemisation

You will convert how things currently work into clear, repeatable processes.

• Create SOPs, checklists and internal playbooks
• Build and manage internal documentation (Notion or similar)
• Ensure processes are easy to follow and consistently used
• Continuously improve systems as the business scales

Do you have experience in VoIP?, * Proven experience implementing systems, workflows or tools in a business

• Strong ability to build structured workflows (not just use tools)
• Strong Excel skills (tracking, structure, reporting)
• Highly organised with strong attention to detail
• Strong problem-solving ability
• Ability to take ownership and execute without constant direction
• Comfortable working in a fast-paced, scaling environment
• Comfortable working hybrid in London and attending properties when required

Strong Advantage

• Experience implementing AI tools in a real business environment
• Experience with automation tools (Zapier, Make or similar)
• Experience setting up CRM systems and pipelines
• Experience with VOIP, call handling or messaging systems
• Strong SOP / documentation experience (Notion, Confluence or similar)
• Experience in hospitality, property, events or service businesses

Pulled from the full job description

• Employee discount
• Free parking
• Work from home
• On-site parking, Full Time Role - £40,000 to £50,000 + £5,000 to £10,000 performance bonus with clear progression into senior operations / systems leadership roles, * Employee discount
• Free parking
• On-site parking
• Work from home

Application question(s):

• Describe one system or workflow you built from scratch. What problem did it solve, how did you structure it, and what was the result?
• What tools have you used to build workflows, automation or systems? Be specific about what you implemented, not just used.
• Describe a process or operation you improved significantly. What was wrong before and what did you change?
• How would you approach implementing AI into a service-based business like ours?
• Describe a reporting or tracking system you built that was relied on regularly.
• How do you ensure a system you implement is actually used by a team?