Mid-Level Zoho & AI Automation Specialist

About the Role

We are seeking a highly capable Mid-Level Zoho & AI Automation Specialist to take ownership of our Zoho One ecosystem and help systemise, automate, and scale operational workflows across the business.

This role is heavily focused on creating a centralised operational environment using Zoho One as the core business platform, while integrating AI-assisted workflows and modern automation tools such as n8n, ChatGPT, Claude, Microsoft 365, and SharePoint.

You will work closely with leadership to design and implement operational automations based on clearly defined business requirements and workflows. Your role will involve translating operational processes into scalable systems that reduce manual administration, improve visibility, and ensure consistency across departments.

The ideal candidate will be a strong Zoho expert first, with practical experience building no-code/low-code automations and integrating multiple business systems together.

This is a full-time, long-term role requiring strong communication, process-thinking, problem-solving, and operational awareness.

Key Responsibilities

Zoho One System Ownership

Manage, configure, and optimise the Zoho One ecosystem across the business.

Ensure Zoho operates as the single source of truth across operational workflows.

Build and maintain scalable processes within:

Zoho CRM

Zoho Projects

Zoho Flow

Zoho Analytics

Zoho Desk

Zoho Sign

Zoho People

Zoho Recruit

Zoho Vault

Zoho CPQ

Create structured workflows for sales, onboarding, account management, service delivery, finance, operations, HR, and management reporting.

Maintain clean operational structures, permissions, pipelines, and automation logic.

Workflow Automation & Process Engineering

Build and maintain automated workflows that reduce manual administration and remove reliance on memory-based task management.

Create automation systems that automatically:

generate tasks

assign responsibilities

track due dates

trigger notifications

escalate overdue actions

send automated communications

Translate operational requirements into scalable automation logic.

Improve workflow visibility across departments.

Ensure operational processes run consistently regardless of the tea ---------- mber involved.

Optimise and simplify existing workflows where possible.

AI & Intelligent Automation

Implement AI-assisted operational workflows using tools such as ChatGPT and Claude.

Assist in designing AI-supported business processes based on leadership requirements and operational goals.

Build intelligent automations using platforms such as:

n8n

Zoho Flow

Zapier

Create AI-assisted workflows for:

task generation

communication drafting

workflow routing

operational assistance

internal productivity improvements

Assist with integrating AI capabilities into existing operational systems.

Continuously research and identify opportunities where AI and automation can improve operational efficiency.

Microsoft 365 & System Integrations

Configure and maintain integrations between Zoho and external systems including:

Microsoft 365

SharePoint

Microsoft Teams

Business WhatsApp platforms

Ensure data consistency between systems.

Build and maintain webhook, API, and automation-based integrations where required.

Troubleshoot integration failures and workflow issues.

Assist with centralising communication and operational visibility across platforms.



Reporting, Visibility & Operational Support

Build dashboards and reporting systems for leadership visibility.

Create operational KPI tracking and workflow reporting.

Assist with automation-based reporting and notifications.

Support departments with process improvements and operational efficiencies.

Ensure operational data remains accurate, organised, and visible.

Expected Experience & Qualifications

Experience: 3+ years of proven experience working within Zoho ecosystems, workflow automation, business systems, or operational automation roles.

Zoho Expertise: Strong hands-on experience with Zoho One applications, particularly Zoho CRM, Zoho Projects, Zoho Flow, Zoho Analytics, and Zoho Desk.

Automation Platforms: Experience building automations using no-code/low-code platforms such as n8n, Zoho Flow, Zapier, or similar tools.

AI Tool Familiarity: Practical understanding of AI tools such as ChatGPT and Claude, including how they can assist business operations and workflow automation.

Integrations: Experience integrating multiple business systems and platforms together.

Microsoft Ecosystem: Familiarity with Microsoft 365, SharePoint, Teams, and related integrations.

APIs & Webhooks: Comfortable working with APIs, webhooks, triggers, and automation logic.

Process Thinking: Strong operational and process-thinking mindset with the ability to understand business workflows and convert them into scalable systems.

Diagnostics & Troubleshooting: Strong troubleshooting and problem-solving skills across automations, integrations, and operational workflows.

Communication Skills: Good written and verbal communication skills with the ability to work closely with leadership and operational teams.

Organisation & Attention to Detail: Strong organisational ability with high attention to detail and structured thinking.

Good to Have (Expertise & Skills)

Experience with n8n self-hosted environments.

Familiarity with basic scripting or logic-based automation concepts.

Understanding of CRM architecture and operational design.

Experience working with operational reporting and KPI dashboards.

Knowledge of business process mapping and documentation.

Familiarity with WhatsApp integrations and communication automation.

Experience working within agencies or operationally complex businesses.

Exposure to AI-assisted productivity systems and workflow optimisation.

Basic understanding of SQL, databases, or API authentication methods.

Understanding of scalability, automation governance, and operational standardisation.

Working Expectations

Full-time role (40 hours per week).

UK business hour overlap required.

Long-term position with ongoing operational ownership responsibilities.

Work closely with leadership to implement and improve operational systems.

Maintain high responsiveness and accountability across projects and workflow implementations.