AI Automation & Operations VA

AI Automation & Operations VA
Work Setup & Benefits
Rate: $8 USD/hour
Schedule: 7:15 AM–3:15 PM Pacific Time, Monday–Friday
Fully Remote
Health Allowance
Retention Bonus
Performance-based pay raises at Month 3, Year 1, and Year 2
Daily team huddle and end-of-day check-in
Opportunity to work directly on real-world AI automation and business systems
Long-term opportunity to expand and take ownership of the company's AI and automation infrastructure
The Opportunity
We're looking for an AI Automation & Operations VA who can help bring a growing service business into the new age of AI.
The business runs primarily on Housecall Pro, but its built-in capabilities only go so far. Your job will be to build and maintain AI-powered bots, automations, integrations, and workflows that extend what Housecall Pro can do — while making sure important operational details don't fall through the cracks.
This is not a basic VA role. We're looking for someone who understands AI systems, workflow automation, CRM integrations, and operational problem-solving and can turn ideas into working systems.
The Mission
You exist to bring the company's vision to life through AI.
You'll build the foundation of the company's automation systems, then continuously improve and expand them as the business grows. Your work should reduce manual tasks, improve follow-up, protect revenue, improve job-costing accuracy, and keep customers engaged long after the initial interaction.
The goal is to help the company operate smarter, faster, and more efficiently in a competitive market.
Key Areas You'll Own
AI Systems & Workflow Management
Build, maintain, and improve AI bots and automated workflows.
Use Claude and ChatGPT to develop practical AI-powered solutions.
Identify repetitive processes that can be automated and turn them into reliable workflows.
Continuously improve existing automations as AI capabilities evolve.
Extended Follow-Up & Long-Term Re-Engagement
Build follow-up workflows that go beyond Housecall Pro's standard reminder limits.
Create long-term re-engagement sequences for customers who initially decline or don't move forward.
Ensure customers remain in the company's radar for months or even a year after their initial interaction.
Operations Safeguards & Job Costing
Build systems that help prevent payments, materials, and other important operational items from slipping through the cracks.
Improve job tracking and ensure materials purchased for a job are properly associated with that job.
Create safeguards and alerts when important operational steps are missed.
Help improve the accuracy of job costing and financial tracking.
Housecall Pro, E-Commerce & CRM Integration
Use Housecall Pro as the primary CRM and source of truth.
Build workflows that connect the website and other systems with Housecall Pro.
Help create a smoother flow from website activity into the CRM.
Explore ways to allow customers to interact with and purchase products through the website, including items such as toilets and sinks.
AI Dynamic Service Plan Dispatcher
Develop AI-driven workflows that help organize, prioritize, and route service-plan opportunities.
Build systems that make it easier for the team to know what needs attention and when.
Create automated service queues and workflows within Housecall Pro.
Auto-Generated Service Queue
Develop and maintain automated service queues within Housecall Pro.
Use automation to surface work that needs attention without relying entirely on manual tracking.
Continue refining the system as the company's processes evolve.
What Success Looks Like
In Week 1:
Learn the team, roles, workflows, and current processes.
Meet with Diana, Sammy, and Leeland to understand how the business operates.
Shadow the current Housecall Pro setup and identify areas that need improvement.
Begin understanding the biggest opportunities for automation.
By Day 30:
Have initial automations actively saving time and improving operational efficiency.
Build systems that help prevent payments and job materials from being missed.
Demonstrate measurable value and ROI from the first round of automation projects.
By Month 2:
Have the core automation foundation in place.
Build extended follow-up workflows that continue beyond Housecall Pro's standard reminders.
Begin stacking additional automations on top of the foundation.
Identify more processes that can be removed from the team's manual workload.
Over Time:
Continuously expand the company's AI and automation capabilities.
Build a connected ecosystem of bots, workflows, CRM integrations, and operational safeguards.
Help the company use AI as a competitive advantage in a saturated market.
How You'll Work
Your day starts with a 10–15 minute team huddle to review priorities, deadlines, and what's happening across the business.
Most of your day will be spent building and improving AI bots, automations, integrations, and workflows using Claude, ChatGPT, Housecall Pro, and other available tools.
What We're Looking For
Strong hands-on experience with AI and automation beyond basic ChatGPT or Claude usage.
Ability to build and maintain AI bots, workflows, and automated processes.
Strong understanding of how different systems can be connected through integrations and automation.
Experience building funnels, workflows, or automated customer journeys.
Ability to connect websites and CRM systems or work with tools that facilitate these integrations.
Strong website skills and an interest in building e-commerce functionality.
Strong operational thinking and problem-solving skills.
Ability to review and validate AI-generated output rather than blindly trusting it.
Willingness to take initiative and continuously improve existing systems.
Strong written and verbal communication skills.
High accountability and attention to detail.
Positive attitude and willingness to contribute to a collaborative team environment.

Work arrangement
Yes