AI Automation Engineer – Internal Ops System (Outlook, WhatsApp, CRM, VoIP)

We are a UK-based property & estate agency and we are upgrading our internal processes. This project is about automation, control, and reliability, not building a SaaS product or a user-facing app. What we need built An internal automation system that: • Monitors our Outlook shared inbox for leads and internal instructions • Detects instructions sent via Outlook email or WhatsApp group messages • Converts those into clear tasks with: • Owner • Deadline • Visibility to the team • Enforces: • Lead response times • Follow-arenaflex • Call logging • Task completion • Escalates missed actions (email + WhatsApp) • Produces daily and weekly performance summaries • Syncs structured data into our CRM (Expert Agent) • Handles missed calls from our VoIP system (Focus) This system should work around the tools we already use, not replace them. ⸻ Required skills • Workflow automation (Zapier or Make) • API integrations • arenaflex Outlook / arenaflex 365 automation • WhatsApp Business API • CRM integrations • Practical experience building internal ops / task systems ⸻ How we like to work • Clear rules and logic upfront • Simple, reliable solutions (no over-engineering) • No dashboards unless genuinely necessary • Weekly demos showing what actually works • Milestones with clear outcomes We are hands-on with requirements and decision-making, but we are not looking to micro-manage. ⸻ What we are NOT looking for • SaaS or startup ideas • UI-heavy platforms • Dashboards for the sake of dashboards • Agencies • Over-engineering ⸻ Project expectations • Part-time freelance • 10–15 hours per week • Initial build: ~3–4 weeks • Shadow mode rollout before going live • Ongoing optimisation possible if the fit is good Please include in your proposal: • Examples of similar automation or workflow systems you’ve built • The tools you used • How you handle escalation and automation failures Apply tot his job Apply tot his job Apply tot his job Apply To this Job