AI Operations & Systems Manager

# AI Operations & Systems Manager (Remote)

**Help build one of Australia's most innovative wellness businesses.**

State of Nirvana started with mobile saunas and cold plunges.

Today we're building something much bigger.

We're creating a business centred around presence, recovery and human performance through sauna, cold exposure, breathwork and community.

Over the next few years we'll be expanding into:

* Corporate wellness programs
* Digital education
* AI-powered customer journeys
* E-commerce and retail products
* Memberships
* Business systems and automation

We're looking for someone who wants to help build that future.

This is **not** a traditional Virtual Assistant role.

We're looking for someone who loves building systems, solving problems, learning new technology and making businesses better.

If you're the type of person who constantly thinks *"there has to be a better way to do this"*, you'll probably love this role.

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# About the Role

You'll work directly with the founder to build the systems, processes and operational backbone of State of Nirvana.

Your job isn't simply to complete tasks.

Your job is to make the business better every single week.

You'll be involved in almost every area of the business including operations, automation, customer experience, reporting, AI implementation and project management.

As the business grows, this role will grow with it.

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# What You'll Be Responsible For

## Business Operations

* Build systems that make the business run more efficiently.
* Create and improve Standard Operating Procedures (SOPs).
* Organise projects and keep them moving.
* Identify bottlenecks and solve problems.
* Improve internal workflows.
* Keep operations running smoothly.

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## AI & Automation

Artificial Intelligence is becoming a core part of how we operate.

You don't need to know every tool today.

But you **must** be excited to learn them.

You'll help build workflows using tools such as:

* ChatGPT
* Claude
* ManyChat
* Zapier
* Make
* Other AI tools as they emerge

Your goal is to reduce manual work, improve customer experience and automate repetitive tasks wherever possible.

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## Dashboards & Data

We believe good businesses make decisions using data.

You'll help build and maintain dashboards that track:

* Revenue
* Customer Acquisition Cost (CAC)
* Customer Lifetime Value (LTV)
* Customer retention
* Session occupancy
* Marketing performance
* Business growth
* Weekly KPIs

You'll help answer questions like:

* Where did our best customers come from?
* Why did revenue increase this week?
* Which sessions need more bookings?
* Which marketing campaigns are working?
* Which customers haven't returned?
* What should we improve next?

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## Customer Journey

You'll help improve every stage of our customer experience.

Instagram

?

ManyChat

?

Lead Magnet

?


Email Marketing

?

Booking

?

First Visit

?

Second Visit

?

Membership

?

Corporate Opportunity

?

Referral

You'll help build systems that improve retention and increase customer lifetime value.

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## Projects

You'll help manage exciting projects including:

* New product launches
* E-commerce
* Corporate wellness systems
* AI implementation
* Customer experience improvements
* New business ideas

No two weeks will look the same.

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# Who We're Looking For

You probably enjoy this role if you:

* Love building systems.
* Love solving problems.
* Enjoy learning new technology.
* Think several steps ahead.
* Take ownership.
* Don't wait to be told what to do.
* Communicate exceptionally well.
* Have high attention to detail.
* Enjoy making businesses more efficient.
* Like turning messy ideas into organised systems.

We're looking for someone who thinks like an owner.

Not someone who simply waits for instructions.

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# Essential Skills

* Excellent written and spoken English.
* Google Workspace.
* Google Sheets or Excel.
* Strong organisational skills.
* Project management.
* Process documentation.
* Excellent communication.
* Problem solving.
* Ability to work independently.
* Strong attention to detail.

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# Highly Desirable

Experience with any of the following is a bonus:

* ChatGPT
* Claude
* ManyChat
* Zapier
* Make
* ClickUp
* Notion
* Xero
* Canva
* CRM systems
* Email marketing platforms
* Meta Business Suite
* Basic data analysis

If you're excited about learning these tools quickly, we'd still love to hear from you.

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# What Success Looks Like

Within your first 90 days you'll help us:

* Build operational systems.
* Improve customer follow-up.
* Create clear SOPs.
* Build our CEO dashboard.
* Improve reporting.
* Reduce manual administration.
* Introduce AI into everyday workflows.

Within 12 months you'll have helped build the operational foundation that allows State of Nirvana to scale.

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# Why Join State of Nirvana?

This isn't a job where you'll disappear into a large company.

You'll work directly with the founder.

Your ideas will matter.

You'll have real ownership.

You'll help build systems that will shape the future of the business.

As we grow, there will be opportunities to grow into a larger leadership role.

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# How to Apply

Please include the following with your application.

### 1. Record a 3–5 minute Loom video.

Tell us:

* Who you are.
* Why this role interests you.
* Why you'd be a great fit.

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### 2. Tell us about one business system you've improved.

What was the problem?

What did you change?

What was the result?

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### 3. AI Challenge

Using ChatGPT or Claude, create a one-page SOP titled:

**"How to onboard a first-time customer after booking a sauna session."**

We're not looking for perfection.

We're looking at how you think.

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### 4. Automation Challenge

Imagine someone comments **"PHONE"** on one of our Instagram posts about reducing phone use.

Briefly explain how you would:

* start an automated conversation,
* collect their name and email,
* deliver a free guide,
* encourage them to book a session.

It doesn't need to be technically perfect.

We simply want to understand how you think about customer journeys and automation.

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## Before You Apply

We're looking for someone who genuinely wants to help build a business.

Someone who enjoys improving systems.

Someone who gets excited by solving problems.

Someone who wants to grow with us over the coming years.

If that sounds like you, we'd love to hear from you.