Ai Integration Specialist

The hiring company:

Smart Suites is a fast-growing hospitality and property management company based in Queensland, Australia.

From managing a few short-term rentals in 2024, we've expanded to 100+ listings and continue to grow rapidly.

With growth comes complexity multiple tools, data points, and workflows. Thats why were looking for an AI Integration Specialist to help us connect our platforms and transform how we work.

If you love improving systems, building automation workflows, and finding smarter ways to operate, this is your opportunity to create real impact.

What You'll Get:

• Be part of a forward-thinking, tech-driven company in its next growth stage
• Access to the latest AI and automation tools and freedom to explore new ones
• 100% remote setup with long-term collaboration potential
• Competitive contractor rate and flexible schedule
• A culture that values accountability, creativity, and results

Role Purpose

The AI Integration Specialist manages and optimizes Smart Suites interconnected systems and vendor-led integrations.

This role focuses on workflow design, documentation, and automation management ensuring all platforms communicate efficiently.

It is not a coding or developer role, but a management and optimization position that requires strong technical literacy, coordination, and analytical thinking.

Scope of Services

• Coordinate the implementation and ongoing optimization of ERP platforms (Zoho, Mews, Power BI, PriceLabs, Microsoft 365, or similar), working with external vendors for technical execution.
• Manage integration flows, focusing on data accuracy, process efficiency, and documentation of cross-platform automations.
• Develop, maintain, and optimize AI agents or automation pipelines that leverage integrated systems.
• Lead maintenance activities, troubleshooting, and process improvements in collaboration with vendors.
• Act as a primary SME for integration of workflows, facilitating training, and support for internal teams.
• Document all workflows, SOPs, and changes to ensure continuity and scalability.
• Align closely with HR, Finance, Operations, and external partners to meet evolving operational needs.
• Advance operational efficiency by identifying, researching, and championing new integration or automation opportunities.
• Oversee project delivery for ERP/AI initiatives, ensuring they meet timelines, scopes, and business objectives.

Key Accountabilities

• Manage, monitor, and optimize ongoing integration workflows between business platforms (e.g., PMS, Guest Experience, Invoicing, Scheduling, OTAs).
• Coordinate with, and manage, external vendors to ensure seamless technical integrations and system stability.
• Develop and maintain AI-driven automations and reporting tools that rely on integrated systems.
• Ensure detailed, up-to-date documentation for all flows, integrations, and SOPs.
• Guide teams in tool adoption, escalate issues quickly for resolution, and support operational change management.
• Remain adaptive as the tech stack evolves; proactively align integrations with changing business and technology needs.

Key Accountabilities

• Manage, monitor, and optimize ongoing integration workflows between business platforms (e.g., PMS, Guest Experience, Invoicing, Scheduling, OTAs).
• Coordinate with and manage external vendors to ensure seamless technical integrations and system stability.
• Develop and maintain AI-driven automations and reporting tools that rely on integrated systems.
• Ensure detailed, up-to-date documentation for all flows, integrations, and SOPs.
• Guide teams in tool adoption, escalate issues quickly for resolution, and support operational change management.
• Remain adaptive as the tech stack evolves; proactively align integrations with changing business and technology needs.

Key Qualifications

• Bachelors degree in Information Technology, Computer Science, Engineering, Business Administration, or a related field.
• Minimum 3-5 years experience in ERP integration, system workflows, and AI tool implementation within growing tech-driven businesses.
• Strong understanding of ERP platforms (Zoho, Mews, Power BI, Microsoft 365) and their integration capabilities via APIs and automation tools.
• Experience managing vendor relationships and coordinating technical project delivery in ERP and AI systems.
• Proficient in documenting technical workflows, SOPs, and delivering training for end-user adoption.
• Familiarity with AI technologies such as machine learning models, AI-driven automations, and data-powered reporting tools.
• Excellent problem-solving skills and ability to drive operational efficiencies through technology.
• Strong communication and stakeholder management skills for cross-functional collaboration with HR, Finance, Operations, and external partners.
• Project management skills to oversee ERP/AI initiatives ensuring timely delivery and alignment with business objectives.
• Adaptability to evolving technology stacks and proactive in researching new integration or automation opportunities.

Performance Indicators (KPIs)

• Timely and successful delivery of ERP/AI integration projects
• Measurable reduction in manual admin time for teams
• Increased speed and accuracy of reporting and business insights
• Positive adoption feedback from end users and leadership

Note

This is a management and optimization role for integration and automation projects. The right candidate will have strong project/vendor management experience, broad technical literacy across ERPs/APIs/automation, and deep curiosity for leveraging AI within business operations. Experience with direct coding or integration is helpful but not required; managing outcomes and driving adoption is key.

Selection Process

Initial Discussion /Interview (30 to 45 minutes)

An initial conversation to learn about your background, experience, and professional goals. You'll also have the chance to ask questions about the engagement and the client.

Technical Live Assessment with the Client (60 to 90 minutes)

This stage evaluates your practical capabilities in sales outreach, lead qualification, and virtual negotiations, using real-world scenarios relevant to the scope of services.

Behavioral Interview with the Client (60 minutes)

Focuses on your communication style, cultural alignment, and how you build trust and relationships in a remote business environment.

Pre-Engagement Steps minutes)

• IT Audit: To ensure compliance with technology standards and security protocols.

• Reference Check: We will contact your provided professional references to verify your history and capabilities.

• Meet the Founder (30 to 60 minutes): A welcoming conversation where you'll connect directly with the company's founder. This is your chance to discuss engagement terms, share your own goals, and ask any final questions. You'll also get an inside look at the company's vision, culture, and exciting growth plans for the future.