Workflow Automation Specialist - Contract

Job Title: Workflow Automation Specialist (no/low code software such as monday.com and airtable) – Contract
Job Type: Part-time (approx. 15–20 hours per week)
Duration: Up to 3 months
Location: Remote based in Brisbane or the Sunshine Coast – Some face-to-face meetings required and visits to customers in Sydney and Melbourne
About Us:
We are a fast-paced retail and commercial signage installation business. We manage large-scale national rollouts that involve coordinating up to 100 field contractors across multiple locations. We are looking for a tech-savvy systems builder to help our small, busy project management team move from manual coordination to a streamlined, automated workflow engine.
The Role:
We need an expert to design, build, test, and implement a robust project management system using monday.com, airtable or similar low/no code software.
You will take our operational chaos and turn it into a streamlined machine, allowing our Project Managers to easily dispatch jobs, track live photo proof from the field, and manage contractor capacity without administrative headaches.
1. 1. Workflow Management System (monday.com or similar): Conduct a business workflow analysis before designing and building a comprehensive scheduling and dispatch tool to coordinate multiple field contractors across various locations. Key features must include live multi-contractor scheduling, automated delivery of detailed briefs, and real-time management of scope updates. The system must integrate a simplified contractor mobile interface for status updates, photo uploads, and notes, alongside a secure client portal for viewing live project progress.
Xero Accounting Automation: Integrate the workflow platform with Xero.
Email Infrastructure: Audit and resolve configuration and delivery issues with our team email setup.
Change Management & Training: Conduct local face-to-face discovery workshops, manage a live contractor field test, and intensively train our PMs to operate and maintain the system confidently before the 3-month contract concludes.
Skills We Are Looking For:
Proven experience building complex boards, formulas, and dashboards in low/no code software options.
Experience in analysing business workflows and recommending suitable software/automation solutions.
Familiarity with low/no code software options.
A practical, problem-solving mindset—you understand how to make technology simple for field workers who aren't tech-savvy.
Excellent communication skills to train and liaise with our office team and our customers.
Ready to help us scale? Apply with your CV and a brief summary of a workflow system you have previously built.
Job Description
1. Position Objective
The primary objective of this short-term role is to design, deploy, and operationalise a centralized workflow management system in monday.com or similar. The successful candidate will ensure that our 4 office staff can manage large-scale, multi-location installations efficiently, track contractor capacity accurately, and provide immediate, quality-controlled visual updates to our clients.
2. Key Deliverables
Phase 1: Architecture & System Design (Weeks 1–3)
Phase 2: Automation & Integration Setup (Weeks 4–6)
Phase 3: Testing & External Portals (Weeks 7–9)
Phase 4: Training, Documentation & Handover (Weeks 10–12)
3. Key Performance Indicators (KPIs) for Success
Successful deployment of a live 20+ location test rollout without system failure.
100% of project briefs successfully contained and acknowledged within the system.
Customer satisfaction with the customer view platform and live updates
Successful implementation of installer app for live updates.
Self-sufficiency of the 4 office staff members at the conclusion of the 3-month contract.

Work arrangement
Yes