Operations & AI Systems Specialist
About The Position
At SparkleMafia Professional Cleaning, we deliver premium, eco-conscious cleaning services across the Kitsap Peninsula while embracing smart technology to scale efficiently and deliver exceptional client experiences. We’re seeking a proactive, tech-savvy, and warmly professional Operations & AI Systems Specialist to support daily operations and drive our AI transformation. This hybrid role combines traditional executive assistance (taking calls, crafting estimates, scheduling cleanings, and keeping the business running smoothly) with hands-on technical expertise in AI agents, automation, information systems, bookkeeping, and reporting. You’ll be the key person who frees up the owner’s time by automating repetitive tasks while helping us implement the AI-powered lead flow we’ve designed—turning more leads into booked appointments with less manual effort. If you love blending warm client service with no-code automation, AI tools, and data-driven insights—and you thrive in a fast-paced, values-driven small business—this is your opportunity to make a real impact on both operations and growth.
Requirements
- 2+ years of administrative or operations experience in a service-based business (cleaning, home services, or similar is a strong plus).
- Proven ability to take client calls, write estimates, and manage scheduling with excellent phone and written communication skills.
- Hands-on experience setting up and managing AI agents, chatbots, or voice AI (examples: Voiceflow, Phonely, newo.ai, QuoteIQ, or similar).
- Strong proficiency with automation platforms (Zapier or Make.com) and no-code tools.
- Bookkeeping experience and comfort with Wave Accounting, Gusto, and Excel/Google Sheets for reporting.
- Intermediate-to-advanced skills in project management software (ClickUp, Asana, Monday.com, or equivalent).
- Excellent organizational, multitasking, and problem-solving abilities with a warm, approachable personality.
Nice To Haves
- Familiarity with cleaning-industry software (ZenMaid, ServiceTitan, Housecall Pro, etc.).
- Experience preparing financial or operational reports for small business owners.
- Basic understanding of information systems, databases, or CRM architecture.
- Interest in or experience with AI prompt engineering and workflow optimization.
- Event planning or team coordination experience.
Responsibilities
- Handle inbound client calls, texts, and emails with a friendly, professional demeanor using Nextiva; qualify leads, prepare estimates, and schedule cleanings in ZenMaid.
- Manage team schedules, and cleaning routes while proactively resolving scheduling conflicts.
- Maintain client records, and accurate data entry for payroll (Gusto) and job tracking.
- Assist with team events and internal communications to keep morale high.
- Design, build, test, and maintain AI agents and automation workflows (using platforms like Zapier/Make, QuoteIQ, voice AI tools, and custom chatbots) to handle new-lead qualification, instant AI-generated estimates, 24/7 follow-up sequences, virtual walk-throughs, and client nurturing.
- Manage and optimize our information systems: CRM, booking software (ZenMaid), website forms, and all integrations to ensure seamless data flow and minimal manual work.
- Continuously improve automation rules so that 80-90% of routine lead interactions happen without human intervention while maintaining our signature warm SparkleMafia touch.
- Assist in day-to-day bookkeeping and reconciliation in Wave Accounting (or QuickBooks); prepare monthly financial reports, job-costing summaries, and profitability analyses.
- Create clear operational dashboards and reports (lead conversion rates, booking trends, AI performance metrics, revenue forecasts) using Excel, Google Data Studio/Looker Studio, or ClickUp dashboards.
- Lead small-to-medium projects in ClickUp (or similar project management software), tracking AI implementation milestones, SOP updates, and process improvements with clear timelines and accountability.
- Document and refine SOPs as we evolve with new AI tools.
- Proactively identify bottlenecks and propose technology solutions that save time and increase confirmed appointments.
- Provide occasional in-office support while working primarily in a flexible, results-focused environment.
Benefits
- You won’t just answer phones and file paperwork—you’ll be the architect of our AI-powered operations, dramatically reducing manual work while helping us book more jobs and grow sustainably.
- You’ll work directly with the owner on high-impact projects, gain cutting-edge experience with AI in the service industry, and be part of a fun, eco-conscious team that genuinely cares about its people and community.
- Competitive pay, flexible hours, and real ownership over the systems that drive our success.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
