Project Lead Automation

The
Project Lead Automation
is responsible for coordinating all automation and system-integration projects across the organization.

This role ensures that every development — from Salesforce flows to API integrations — is delivered on time, within budget, and always supported by complete and up-to-date process documentation.

While the Project Lead does 
not
 write code, they must have a strong functional and analytical understanding of Salesforce and related systems to effectively manage technical resources, evaluate solutions, and safeguard quality.

Core Responsibilities

1. Project Coordination & Oversight

• Coordinate and direct external developers and technical freelancers on a daily basis.
• Translate functional needs into clear, structured technical assignments with defined deliverables and deadlines.
• Monitor project progress, test outcomes, and completion criteria.
• Ensure that all deliveries are fully documented and meet internal standards.
• Work side by side with 
  Camille (peer)
   and report 
  directly to the CEO
  , with the goal of independently managing and maturing the automation environment.

2. Documentation & Process Ownership

• Responsible for the 
  delivery of process documentation
   as the primary project output (no undocumented code deliveries).
• Maintain version-controlled documentation for all processes and system logic using Word and Nextcloud.
• Ensure that all flows, triggers, and API connections are clearly described and traceable to business objectives.
• Align documentation with existing standards such as:
• Briefpost API Process Description
• Twinfield Synchronisation Process
• Opt-Out Continuation Workflow
• Dispute & Complaint Handling Process

3. Communication & Stakeholder Management

• Maintain daily visibility of ongoing development activities and open actions.
• Communicate clearly with management, finance, support, and sales teams about priorities and timelines.
• Manage expectations internally and provide structured written updates via 
  Outlook
   and 
  Salesforce
  .
• Keep internal stakeholders informed about dependencies, changes, and next steps.

4. Budget & External Resource Management

• Oversee project budgets, time tracking, and freelancer invoices.
• Verify that invoiced hours correspond to completed and documented work items.
• Maintain a professional working relationship with all external programmers and consultants.

5. Analysis & Quality Assurance

• Evaluate process logic, automation design, and data flow consistency.
• Identify inefficiencies and propose improvements in automation and workflow structure.
• Understand technical concepts sufficiently to challenge solutions and assess feasibility — without programming them.

Required Knowledge & Experience

• Salesforce (essential):
• Deep functional understanding of Sales Cloud, Service Cloud, Flows, Process Builder, and integrations.
• Accounting integrations:
• Familiarity with Twinfield, SEPA Direct Debit, and invoice/payment synchronization.
• Core toolset:
• Microsoft Outlook
   – communication and reporting
• Nextcloud
   – document management and version control
• Salesforce
   – project tracking, process flows, and automation coordination
• (No Jira or external project board usage — all coordination runs through internal tools.)
• Proven experience managing or coordinating external development teams.
• Excellent written and spoken communication in 
  English
   (Dutch is a plus).

Personal Attributes

• Analytical mindset
   – able to understand and structure complex technical and operational processes.
• Organized and proactive
   – keeps multiple projects aligned and documented.
• Communicative and precise
   – clearly documents and reports progress and issues.
• Results-oriented
   – focused on tangible deliverables, documentation, and completion.
• Independent and self-managing
   – capable of leading initiatives directly under the CEO with peer collaboration from Camille.
• Technically literate
   – understands system logic and dependencies without the need to code.

Reporting Line

• Reports to: 
  CEO
• Works closely with: 
  peer
• Manages: 
  External programmers, technical consultants, and automation freelancers
• Collaborates with: 
  Finance, Operations, Sales Support, and IT Administration

Key Deliverables

• Complete and current 
  process documentation
   for every automation and system integration project.
• A daily updated overview of project progress, open issues, and ownership per task.
• Weekly management updates summarizing project status, risks, and budget performance.
• Quality assurance of all technical deliveries against functional expectations and business logic.