Long-Term IT Integration & Operations Specialist

Window Insulation Limited (WIL) — a UK energy-efficiency company — is building a single, joined-up operating system across six core platforms. We're looking for one capable, detail-oriented integration specialist to set it up and then stay on as a long-term member of our team, keeping everything running and improving over time. This is not a one-off gig. We want to find the right person and grow with them. About the role Our business runs on six platforms that need to talk to each other automatically, so that nothing is ever re-typed by hand: • Google Workspace — Gmail, Drive, Docs/Sheets, Calendar, Meet • Zoho CRM — the central hub; master record for all contacts, deals and follow-ups • Xero — quotes, invoices, recurring billing, finance tracking • Trello — visual project board mapped to our 8-step project journey • LinkedIn (Sales Navigator) — lead generation and outreach • Claude AI — drafting and document generation layer The core goal: when a prospect emails us at 9am, a Zoho CRM contact, a Trello card, a follow-up task and a draft reply should all exist by 9:30am — with zero manual data entry. You'll be the person who makes that real and keeps it working. We have a detailed internal integration document that defines exactly how these platforms should connect. The successful applicant will be given it in full and will work through it with us. Engagement model • Phase 1 — Setup/build (first ~4 weeks): heavier hours to stand up the integrations, automations and folder structures. • Phase 2 — Ongoing retainer (long-term): reduced, steady hours for maintenance, monitoring, troubleshooting, small improvements and monthly reporting. • Rate: $8–15/hr, depending on experience. Please state your rate and your weekly availability in your proposal. • Location preference: Philippines or Vietnam. (Strong overlap with UK business hours is a plus but not essential.) • Single provider: we want to hire one person for a stable, long-term relationship — not an agency or a rotating team. What you'll do During setup • Connect Gmail → Zoho CRM so every inbound email auto-creates or updates a CRM contact (Zoho SalesInbox + Gmail Add-on). • Build the Zoho CRM deal pipeline (our 9 stages), custom fields (sector, glazing area m², finance type, postcode, lead source) and 7 automated follow-up workflow rules. • Set up the 10-list Trello project board and Trello Butler automations (auto-add phase checklists when cards move). • Connect Xero ↔ Zoho CRM for quotes, invoices, recurring PPA billing and asset-finance tracking. • Bridge gaps with Zapier where native integrations don't exist (e.g. Zoho CRM → Trello card creation/movement). • Build the Google Drive folder structure and link folders into CRM records. • Connect LinkedIn Sales Navigator to Zoho CRM and help set up reporting dashboards. Ongoing • Monitor that automations are firing correctly; fix breakages quickly. • Make small improvements and add new automations as the business evolves. • Maintain data hygiene in CRM, Drive and Trello. • Pull a monthly operations/pipeline report (CRM + Xero + Trello snapshot). • Be responsive and communicative — a reliable teammate, not just a contractor. Who we're looking for We want a strong all-round integrator — comfortable working across all six platforms — rather than a single-platform specialist. You don't need to be a certified expert in every tool, but you do need to learn fast, work methodically and document what you build. Ideal experience includes: • Hands-on work connecting business tools (CRMs, accounting, project boards) into automated workflows. • Zapier (or Make/n8n) automation building. • Zoho CRM configuration (workflows, custom fields, pipelines) — a real plus. • Google Workspace admin and Xero familiarity. • Clear written English and good communication habits. • Discretion and trustworthiness — see access note below. Account access & trust This role requires the provider to be given user access to company accounts, including Google Workspace, Zoho CRM, Xero, Trello and related tools, in order to build and maintain the integrations. Because of this, trust is essential. The successful applicant will: • Be onboarded with appropriately scoped access (least-privilege; admin only where genuinely required). • Use accounts with 2-factor authentication and follow our security/confidentiality requirements. • Sign a confidentiality / non-disclosure agreement before any access is granted. • Build through a paid trial first (see below), with access expanded only as trust is established. We take data security seriously and expect the same from our team member. How to apply — please read carefully Applications that don't address the points below will not be considered. To make sure we read a real proposal and not a template, please: 1. Start your proposal with the word “WINDOW” so we know you read this in full. 2. Share a portfolio / examples of past integration work. Screenshots, Loom walkthroughs, or descriptions of automations you've built (especially Zoho, Xero, Trello or Zapier flows). This is required — we want to see real work, not just claims. 3. Tell us briefly how you'd approach the email → Zoho CRM → Trello card flow. 4. State your hourly rate, weekly availability, time zone, and which of the six platforms you've worked with. Paid trial: Shortlisted applicants will be invited to complete a short paid trial task (for example, building a single Gmail → Zoho CRM lead-capture flow, or a Zapier Zoho → Trello card automation) before we discuss the long-term arrangement. This is paid at the agreed hourly rate. Our expectations of the right person • Reliable and responsive — replies within agreed hours, flags problems early. • Methodical — tests automations, documents what's built, doesn't leave loose ends. • Trustworthy — handles sensitive access and data responsibly. • Proactive — suggests improvements rather than only doing what's asked. • In it for the long term — wants a stable ongoing relationship, not a quick job. If that's you, we'd love to hear from you. Start your proposal with “WINDOW”, show us your past work, and tell us why you'd be a great long-term fit.