We’re looking for a HubSpot CRM expert who can design the overall CRM architecture, build automation, and implement integrations—not just configure basic fields and views. You will own the HubSpot setup end-to-end, from data structure and workflows to integrations with Google products and our third‑party website. Key Responsibilities Audit and optimize our existing HubSpot portal, including objects, pipelines, lifecycle stages, properties, lists, and permissions. Design and implement automated client updates (emails, tasks, notifications) driven by HubSpot workflows and clearly defined triggers (e.g., deal stage changes, form submissions). Build and maintain integrations between HubSpot and: Google Sheets for two-way data sync and operational reporting. Google Docs and Drive for structured storage and easy access to client documents from within HubSpot records. Connect HubSpot to our 3rd‑party website: Implement form capture and tracking. Send events and data from the website into HubSpot. Expose HubSpot data back to the site as needed (e.g., client portal / logged-in experiences). Use native integrations, marketplace apps, and/or no-code tools (Zapier, Make, n8n, etc.) to orchestrate data flows where appropriate. Work with APIs (HubSpot, Google, and website backend) to implement and document custom integrations when off‑the‑shelf tools aren’t sufficient. Set up dashboards and reports to give leadership and operations clear visibility into the client lifecycle and pipeline. Document the architecture, integrations, and workflows so they can be maintained and extended over time.

Part-Time (7–10 Hours/Week) | Long-Term Opportunity | $20–25/hour (Flexible) Secret Word: Compass We're looking for an exceptional Virtual Assistant to become an important part of a growing business. This isn't a task list you'll receive once a week. We're looking for someone who enjoys creating order, improving systems, solving problems, and helping a business run smoothly. You'll work directly with the business owner during focused work sessions, helping tackle projects together while keeping everything organized and moving forward. We communicate openly, respect each other's time, and enjoy working together. All work is completed during focused Zoom co-working sessions. We work alongside each other remotely, ask questions in real time, solve problems quickly, and maintain momentum. These are not meetings—they're productive work sessions where we collaborate while getting work done. If you enjoy collaborative, focused work and communicating throughout your workday, you'll likely love this style. No two weeks are exactly alike, so we're looking for someone who enjoys variety, learning new skills, and finding better ways to get things done. We're looking for someone we'd genuinely enjoy working with for years—not just another freelancer. Hours 7–10 hours per week Monday–Friday only All work will be completed during scheduled Zoom co-working sessions. Availability between 8:00 AM–11:00 AM Eastern Time (Monday–Friday) is required. There is no independent work expected outside of scheduled co-working sessions. Compensation $20–25/hour, depending on experience and overall fit. We're flexible for an exceptional candidate. *What You'll Be Doing* Responsibilities will vary from week to week and may include: - Business Organization & Operations - Organizing digital files, folders, and Google Drive - Organizing notes, ideas, reference materials, and documentation - Organizing projects, tasks, priorities, and action items - Helping clean up and simplify existing business systems - Improving workflows and overall business organization - Identifying opportunities to simplify, optimize, and automate processes - Creating clear systems that are easy to maintain - Documentation & SOPs - Creating clear, easy-to-follow Standard Operating Procedures (SOPs) - Documenting repeatable business processes - Organizing business knowledge so others can easily find and follow it - Building documentation that new team members can successfully use - Administrative Support - Calendar management - Email organization and follow-up - Scheduling meetings - Research projects - Data entry (MINOR) - Document formatting - Google Workspace organization - Vendor coordination - General administrative support - Technology & Systems - Helping the business owner better understand and use existing technology - Assisting with technology setup and integrations - Testing automations - Troubleshooting basic technology issues - Helping improve organization across business platforms - Bookkeeping Support - Basic bookkeeping - Accounts Payable (AP) support - Accounts Receivable (AR) support - Billing and invoice management - Expense tracking - Payment gateway reconciliation - Marketing & Events (Occasional) - Assisting with speaker promotion - Speaker organization and logistics - Webinar or event coordination - Light marketing coordination and administrative support - Technology You'll Likely Use Experience with several of these is preferred: - Google Workspace - Gmail - Google Calendar - Google Drive - Zoom - ChatGPT - Zapier or Make - QuickBooks Online - Stripe - WordPress (basic) - Canva - Asana, ClickUp, Trello, Notion, or similar project management/documentation software You don't need experience with every platform. We value curiosity, resourcefulness, and the ability to learn quickly. What We're Looking For The right person is someone who: - Is highly organized and detail-oriented - Is an outstanding written and verbal communicator - Is comfortable collaborating during focused Zoom co-working sessions - Is easy to work with and enjoys being part of a collaborative team - Naturally creates order from chaos - Loves organizing information, documents, notes, projects, and digital workspaces - Can take a messy process and turn it into a simple, repeatable system - Writes exceptionally clear SOPs and documentation that others can easily follow - Has the patience to explain technology in a simple, non-technical way - Enjoys improving systems, workflows, organization, automations, and integrations - Thinks critically about how processes can be simplified and optimized - Naturally keeps others informed of progress, questions, and roadblocks - Is trustworthy, discreet, and professional - Handles confidential client, business, and financial information with care - Learns new software quickly - Can prioritize multiple tasks effectively - Works independently while remaining highly accountable - Is proactive rather than reactive - Takes pride in producing consistently high-quality work This role requires access to confidential client, business, and financial information. Integrity, discretion, professionalism, and sound judgment are essential. Preferred Experience Experience in one or more of the following is a plus: - Virtual Assistant or Executive Assistant support - Administrative or operations support - Small business operations - Online business management - Bookkeeping or office administration - Technology implementation or software integrations - Business process documentation and SOP creation - Project coordination - Speaker, podcast, webinar, or event coordination - Speaker promotion and event organization - Email marketing, social media coordination, or other marketing support We're looking for someone interested in building a long-term professional relationship and growing with the business. To Apply: Please submit a brief, personalized cover letter (300 words or less). In your cover letter, please: - Include the secret word Compass in the first sentence. - Tell us why this position interests you. - Share what type of work you enjoy most as a Virtual Assistant or Operations Assistant. - Tell us what you're looking for in a long-term working relationship. - Confirm your availability Monday–Friday between 8:00–11:00 AM Eastern Time for our scheduled Zoom co-working sessions. We'll ask additional role-specific questions through Upwork's screening questions, so there's no need to include detailed responses about bookkeeping or operations experience in your cover letter. Applications that are generic, appear copied and pasted, omit the secret word, or don't demonstrate genuine interest in this role won't be considered. We're looking for someone who communicates exceptionally well, enjoys solving problems, creates order from complexity, values confidentiality, follows through, and wants to become a trusted part of a business—not just complete tasks. If that sounds like you, we'd love to hear from you.

Upwork Job Post AI Automation & Performance Marketing Expert Needed for Premium AI Agency Overview We are looking for a highly experienced AI Automation & Digital Growth Specialist to help scale TUFF AI Agents, a premium AI consulting agency that helps businesses automate operations, generate more qualified leads, improve customer experiences, and increase revenue through artificial intelligence. This is a long-term opportunity for someone who understands both business automation and performance marketing. If you have successfully marketed AI services, SaaS products, CRM platforms, automation agencies, or B2B technology solutions—and can demonstrate measurable results—we'd love to hear from you. --- About TUFF AI Agents TUFF AI Agents builds custom AI solutions for businesses, including: - AI Chatbots - AI Voice Receptionists - AI Sales Agents - CRM Automation - GoHighLevel Systems - Zapier Automation - Marketing Automation - Lead Generation Systems - Appointment Booking - Email & SMS Automation - Workflow Automation - AI Business Consulting Our mission is to help businesses eliminate repetitive work, respond faster, improve efficiency, and grow with intelligent automation. --- What You'll Be Responsible For Paid Advertising Plan, launch, and optimize campaigns across: - Meta (Facebook & Instagram) - Google Ads - YouTube Ads - LinkedIn Ads - TikTok Ads - Performance Max - Display & Remarketing Lead Generation Create campaigns that generate qualified consultations through: - Landing pages - Lead magnets - Booking funnels - Retargeting campaigns - Conversion optimization Social Media Marketing Develop and manage content strategies for: - LinkedIn - Facebook - Instagram - TikTok - YouTube Shorts - X Including: - Educational AI content - Case studies - Short-form videos - Client success stories - AI demonstrations - Thought leadership Funnel Optimization Improve every stage of the customer journey by optimizing: - Landing pages - Calls-to-action - Lead forms - Booking rates - Email follow-up - Sales conversion --- Ideal Candidate We're looking for someone with experience marketing: - AI agencies - Automation agencies - SaaS products - CRM platforms - B2B services - Technology consulting - GoHighLevel agencies - Marketing agencies Bonus points if you've worked with: - OpenAI - GoHighLevel - Zapier - HubSpot - Salesforce - AI chatbots - Voice AI - Automation consulting --- Required Skills - Meta Ads Manager - Google Ads - LinkedIn Ads - TikTok Ads - Google Analytics 4 - Google Tag Manager - Conversion Tracking - Landing Page Optimization - Funnel Strategy - Email Marketing - CRM Marketing - Copywriting - Video Ad Strategy - A/B Testing --- Success Metrics Your success will be measured by: - Qualified consultation bookings - Cost per qualified lead - Landing page conversion rate - Return on ad spend (ROAS) - Organic audience growth - Website traffic quality - Lead-to-client conversion rate --- To Apply Please include: 1. Examples of AI, SaaS, or B2B campaigns you've managed. 2. Case studies with measurable results. 3. Industries you've worked with. 4. Typical monthly ad budgets you've managed. 5. Your recommended launch strategy for an AI automation consulting agency. 6. Links to landing pages, funnels, or campaigns you've built (if available). --- Preferred Qualifications - Experience with GoHighLevel - Experience with Zapier or workflow automation - AI marketing experience - B2B lead generation - CRM implementation knowledge - Funnel building - Strong copywriting skills - Video marketing experience Open to hourly or fixed-price proposals based on experience and proven results. We're looking for a long-term partner who can help grow TUFF AI Agents into a leading AI automation consulting brand. If you have a passion for AI, automation, and high-performance marketing, we'd love to hear how you would approach this project.

RV Overnights is a founder-operated membership platform connecting RV travelers with overnight stays at farms, wineries, breweries, and partner properties. We're bootstrapped, profitable, and growing. We're hiring a senior B2B sales operator to run and grow our host sign-up engine and to own our entire B2B operation. To be clear up front: this is not an HR or headhunting role. When we talk about signing up hosts, we mean acquiring businesses onto our platform. You are selling businesses on partnering with us, not hiring people. This is an ownership role, and two things sit at the center of it. First, you own host sign-ups. This is the engine that gets businesses (farms, wineries, breweries, private properties) to join our platform as hosts. For them it's a free marketing channel that puts them in front of traveling RV members. For us it's supply, and it's the one area of our business we haven't rethought in a while. You'll take our existing three-person team and make rapid, measurable progress: new sourcing channels, better outreach systems, higher sign-up conversion, faster onboarding. You're not maintaining this. You're growing it aggressively. Working with our partnerships manager and CEO to find new areas of growth. Second, you own B2B. We have many opportunities and areas to manage our B2B sales. You are the single owner of that entire side of the business. This would include commission based opportunities in addition to hourly pay. What you will own in this role: -Host sign-up engine. Lead and grow the three-person team. Rebuild how we find and sign new host businesses onto the platform. Set targets, coach the team, own the numbers, and make fast progress on a channel that's been static too long. This is selling businesses on a free listing, not sourcing candidates. -Dealer distribution. Build relationships with RV dealerships to distribute and sell our memberships in bulk. You own the full cycle from prospecting to signed partnership. -HubSpot operations. Everything above runs on HubSpot, so you keep it clean and working: workflows, data hygiene, automation, reporting. This is the tooling layer under your real work, and it has to be tight. What kind of person we are seeking: -Certified HubSpot professional. HubSpot Academy certification required, not optional. -A track record of building or transforming a B2B sales or partner sign-up function. We want to see a channel you've built, a pipeline you've grown, or a team you've scaled from weak to strong. Experience signing businesses onto a platform, marketplace, or program is ideal. -Proven B2B closing ability. Deals you've personally closed, with specifics on size and cycle. -Operator mentality. You see what's broken, you fix it, you don't wait for direction. -Comfortable with commission-heavy upside. Your base is competitive, but your real money comes from dealer closures and vendor enrollment. That's intentional. -Leadership without ego. You're managing a small team and reporting directly to the founder. We move fast and communicate plainly. Payment Structure: -Twenty hours per week to start. We evaluate after 60 to 90 days and adjust as you settle in. -Base plus performance. Monthly bonuses for hitting host sign-up targets. Commission on vendor enrollments and a flat bounty per dealer partnership closed. We'll dial in the exact commission structure during onboarding. Why join RV Overnights? We're founder-operated, so there's no corporate drag and real decision speed. If you turn host sign-ups into a machine and lock down dealer and vendor revenue, you're building something you'll be paid well to own.

We're a Boston-based digital marketing and SEO agency managing 50+ clients across legal, medical, construction, home services, and transportation verticals. We also operate a legal marketing sub-brand and several SaaS products. We're scaling the operation so the founder can focus on growth and partnerships. We need someone who can own delivery operations, build repeatable processes, and make sure nothing drops across a 50+ client roster. What you'll own: - Client delivery oversight across SEO, content, GBP, Google Ads, and web projects - Building and documenting SOPs for onboarding, reporting, task assignment, and QA - Managing a small team (content lead, reporting/automation specialist, design, and field contributors) - Weekly capacity planning and workload balancing across the roster - Identifying bottlenecks before they become client problems - Reporting cadence: making sure nothing falls through the cracks What we're looking for: - 3+ years running operations at a digital marketing agency (15-50 employees preferred) - Hands-on experience with project management tools (we use ClickUp) - Familiar with SEO/content/GBP/PPC workflows (you don't need to execute, but you need to know what "good" looks like) - Experience with reporting platforms like AgencyAnalytics is a strong plus - You've built SOPs before, not just followed them - Someone who's done this exact work before and could take one look at our agency and start improving it - US-based, available during Eastern time core hours (10am-4pm ET minimum overlap) Structure: - 15-20 hours/week to start - 90-day contract with a clear path to full-time if it's a mutual fit - Hourly rate: $30-$45/hr depending on experience To apply, please include: - A 2-3 minute Loom video introducing yourself. Tell us about the last agency you helped systematize and what changed after you got involved. (No Loom = automatic skip.) - A brief description of the largest agency team you've managed and the tools you used. - Your availability to start. We move fast. If your Loom is strong, expect to hear back within 48 hours.

The Boston Foundation, one of the nation's oldest and largest community foundations, is looking for a senior, independent Salesforce / Pardot (Marketing Cloud Account Engagement) Architect for a focused, fractional engagement. We're at an inflection point on our marketing operations and communications strategy. The work here will inform our Pardot configuration but also our 2-3 year roadmap, including an honest recommendation on whether Pardot remains the right long-term tool for us. THE ROLE We're looking for an architect and mentor, not a hands-on configurator. Our internal team will own the build and the environment after you exit. Your role is to architect, produce documented blueprints, and coach the team through implementation. SCOPE Three phases over 8-12 weeks, roughly 50-70 total hours. Phase 1, Discovery & Audit (15-20 hours): Salesforce/Pardot connector audit, automation rule mapping, data discrepancies, and a written platform fit recommendation. Phase 2, Architecture & Blueprinting (15-20 hours): A simplified attribute data model and a documented endpoint specification for subscription and preference management that an external website front end will consume. Phase 3, Implementation Oversight (20-30 hours): Weekly working sessions coaching the internal team through configuration changes. WHAT WE'RE LOOKING FOR - Salesforce Certified Marketing Cloud Account Engagement Consultant (the legacy Pardot Consultant credential is fine). - Strong written deliverables: blueprints, API specs, data models. Not just verbal guidance. - A mentor disposition. The team you're coaching will own the system long after you're gone. - Enough breadth across the marketing automation landscape to give us an honest comparative read on platform fit, not just a Pardot defense. - Comfortable using AI tools in your own workflow and transparent about how you use them. We assume good practitioners are using AI to work faster and better, and we'd rather hear how you're doing it (and coach us on it where relevant). - Nonprofit Salesforce experience preferred. DETAILS Target start: June 2026. Working sessions: Remote, US business hours. Rate is open to discussion within the posted range based on experience. This is an invite-only posting. We are evaluating final few candidates.

Type: Hourly, ongoing (part-time to full-time, room to grow) Stack you'll work in: Notion, Slack, HubSpot, Google Workspace/Gmail, Claude + other LLM APIs, Zapier/Make/n8n About us We're a fast-moving sports and fan-engagement startup. We're small, we ship quickly, and we want AI woven into how the whole company operates, not as a side experiment, but as the default way we work. You'd be the person who makes that real. What you'll do Map our current workflows across sales, marketing, ops, and content, then find the highest-leverage places to automate. Build automations and agent workflows that connect our tools (Notion, Slack, HubSpot, Gmail/Google Workspace) using platforms like Zapier, Make, or n8n plus LLM APIs. Design and ship AI agents for real jobs: lead routing and CRM enrichment, content drafting, customer/fan response triage, internal knowledge search, reporting digests. Stand up the connective tissue (prompts, integrations, guardrails, and monitoring) so automations are reliable, not brittle demos. Train and enable our team: build SOPs, run working sessions, and create lightweight docs so non-technical people actually adopt what you build. Help set our AI strategy and roadmap as we scale. You're a strong fit if you Have shipped real automations and AI agent workflows in production (not just prototypes). Are fluent with Zapier / Make / n8n and at least one major LLM API (Anthropic/Claude, OpenAI). Know your way around HubSpot, Notion, Slack, and Google Workspace integrations and APIs. Can write clean prompts and think in systems: edge cases, error handling, human-in-the-loop checkpoints. Can explain technical work to non-technical people and get them to adopt it. Communicate proactively and move fast without breaking trust on things that touch customers or revenue. Nice to have Experience taking a small company "AI-native" end to end. Background in sports and/or blockchain. Comfort with light scripting (Python/JS) when no-code hits its limits. How to apply In your proposal, please: Describe one AI agent or automation you built, the tools involved, and the measurable result. Tell us how you'd approach training a non-technical team to actually use what you build. This part matters as much as the build. Share your hourly rate and weekly availability. Proposals that skip these will be passed over. We're looking to start with a small paid task and grow the engagement from there.

We are an outsourced accounting and tax firm serving small businesses. We handle bookkeeping, accounts payable, expense management, financial reporting, and tax preparation. We're at a point where we want to seriously rethink how we work — not just add AI tools on top of old processes, but redesign our workflows from the ground up to take advantage of what AI can actually do. We're looking for a contractor who has done this before — someone who understands accounting and tax workflows deeply and also has hands-on experience implementing AI tools in professional services or finance environments. What you'll do: • Map our current accounting and tax workflows end-to-end • Identify where AI can replace, assist, or accelerate steps • Research and evaluate tools that fit our stack (we use QBO, and are open to others) • Work alongside our team to build and document the new workflows — not just hand us a deck • Help us implement and iterate until the workflows are actually running Who we're looking for: • Strong background in accounting, tax, or working closely with firms that do this work • Real experience deploying AI tools in a professional services or finance context — not just theoretical • Familiarity with tools like AI document processing, workflow automation, or AI-assisted review • Someone who can roll up their sleeves and build alongside us, not just consult from a distance This is a part-time engagement to start. If it goes well, there's room to expand the scope. We are serious about this — we want to move from buying tools to actually redesigning how we operate, and we need someone who has done it. In your application, please tell us: what accounting or tax workflows have you redesigned with AI, what tools were involved, and what the before/after looked like. Specifics matter more than credentials here.

The AI Process Optimization Specialist is responsible for evaluating, designing, implementing, and continuously improving business processes through the strategic use of Artificial Intelligence (AI), automation, and digital technologies. This role works across all departments to identify inefficiencies, recommend AI-driven solutions, develop implementation plans, and ensure employees successfully adopt new technologies. The ideal candidate combines business analysis, process improvement, project management, and AI expertise to help the organization become more efficient, scalable, and competitive. Key Responsibilities Business Process Analysis Analyze existing business workflows across all departments. Document current processes and identify bottlenecks, redundancies, and manual tasks. Interview department leaders and staff to understand operational challenges. Create workflow diagrams and process documentation. AI Opportunity Assessment Identify tasks that can be automated or enhanced using AI. Evaluate emerging AI technologies and recommend practical business applications. Research AI platforms, software, and automation tools. Conduct cost-benefit analyses for proposed AI initiatives. Workflow Optimization Design more efficient workflows using AI-assisted processes. Develop standardized operating procedures (SOPs). Reduce repetitive manual work. Improve communication and collaboration between departments. Create scalable systems that grow with the business. AI Implementation Configure and deploy AI tools and automation platforms. Coordinate integrations between business software. Test workflows before deployment. Troubleshoot implementation issues. Measure effectiveness using key performance indicators (KPIs). Employee Training & Change Management Train employees on new AI tools and workflows. Develop documentation, tutorials, and training materials. Promote AI adoption throughout the organization. Gather user feedback and continuously improve processes. Performance Monitoring Track productivity improvements and ROI. Measure time savings and operational efficiencies. Maintain dashboards and performance reports. Recommend additional optimization opportunities. Innovation & Continuous Improvement Stay current with advancements in Artificial Intelligence. Evaluate new AI platforms and emerging technologies. Pilot new automation initiatives. Recommend long-term AI strategies that align with company goals. Preferred Qualifications Bachelor's degree in Business, Information Systems, Computer Science, Engineering, or related field (or equivalent experience). Experience in business process improvement or operations management. Strong understanding of AI technologies and automation platforms. Experience with workflow automation tools (Zapier, Make, n8n, Microsoft Power Automate, etc.). Familiarity with Large Language Models (LLMs) such as ChatGPT, Claude, Gemini, and Microsoft Copilot. Excellent analytical and problem-solving skills. Strong project management abilities. Outstanding written and verbal communication skills. Ability to work independently and lead cross-functional initiatives. Technical Skills Preferred experience with: Artificial Intelligence platforms Workflow automation tools CRM systems Project management software Documentation platforms Data analytics and reporting tools API integrations Microsoft 365 and Google Workspace Low-code/no-code automation platforms Core Competencies Strategic Thinking Process Improvement Critical Thinking Systems Analysis Project Management Change Management Business Communication Continuous Learning Innovation Leadership Organization Collaboration Success Metrics Performance will be measured by: Reduction in manual labor hours Increased operational efficiency AI adoption across departments Employee productivity improvements Workflow automation rate Cost savings generated Return on AI investments (ROI) Employee satisfaction with new systems Process documentation completeness Successful delivery of optimization projects Typical Projects An AI Process Optimization Specialist may: Build AI assistants for customer service and internal support. Automate repetitive administrative tasks. Develop AI-powered knowledge bases. Optimize project management workflows. Improve sales and marketing processes using AI. Streamline onboarding and employee training. Create automated reporting dashboards. Integrate AI into website development, customer support, accounting, HR, and operations. Develop company-wide AI usage standards and best practices. Mission To transform the organization into a highly efficient, AI-enabled business by continually identifying opportunities to automate work, improve processes, reduce costs, enhance decision-making, and empower employees through the effective use of Artificial Intelligence.

AI-Powered HR Manager: Build It, Automate It, Hand It Off ----------------------------------------------------------------------- WHAT THIS IS We're a multi-location retail business and we need one sharp HR person to build our entire people operation from scratch and run it lean using AI. You'll get access to a Claude team account and the tools you need to move fast. In return, we expect you to work smarter than a traditional HR person, not harder. The hours are lower because the tools are better. The output standard is high because you'll have everything you need to meet it. Job descriptions, some policies, and KPI frameworks are already partially built. Your job is to take what exists, sharpen it, fill the gaps, automate everything you can, and deliver a system that runs with minimal intervention from anyone. We are investing in the right person and the right tools. We expect 10x the value of a traditional HR hire in half the hours. ----------------------------------------------------------------------- WHAT WE'RE GIVING YOU - Claude team account: use it for drafting, research, screening, template generation, policy writing, everything - Existing job descriptions, partial policies, and KPI frameworks to build on. You are not starting from zero - Direct owner access for fast decisions, no bureaucracy, no approval chains - A custom internal HR portal where your content lives and gets automated going forward - Clear scope, clear milestones, and clear payment triggers with no ambiguity about what done looks like ----------------------------------------------------------------------- THE ENGAGEMENT: TWO PHASES PHASE 1 - Build the Foundation + Make 5 Hires 4-6 weeks | Project-based | Milestone payments - Audit all existing job descriptions, policies, and salary ranges: benchmark against current market data, flag gaps, and finalize with owner before any offer goes out - Build and complete KPI frameworks for every role (managers and associates) so every hire knows exactly what success looks like from Day 1 - Post, source, screen, and close 5 management hires across our 3 locations (see below) - Build full HR infrastructure: employee handbook, onboarding checklists per role, offer letter templates, and compliance docs, all using AI where possible - Set up ATS with automated screening, self-book interview scheduling, and AI-assisted candidate filtering - Migrate payroll to Gusto and/or Paychex, live and running before Phase 2 starts - Feed all content into our internal HR portal so the AI layer can maintain and automate it going forward - Deliver a clean handoff guide so routine HR runs without you PHASE 2 - Run HR + Payroll Ongoing 2-4 hrs/week | Ongoing Upwork contract | Paid weekly or bi-weekly - Process weekly payroll across all locations: accurate, on time, every time, automated as far as the platform allows - Handle ongoing hiring as new roles open, staggered, not all at once - Own all employee HR questions: the owner is never the first call - Keep compliance current: local labor law updates annually and you stay ahead of them - Continuously improve and automate, always reducing manual work over time - Update HR portal content as policies and roles evolve ----------------------------------------------------------------------- PHASE 1 MILESTONES & PAYMENT SCHEDULE All Phase 1 payments are milestone-triggered. No milestone, no payment. M1 - Compensation and KPI audit complete across all roles, owner sign-off received M2 - All 5 manager job posts live, ATS configured, active pipeline running M3 - All 5 manager offers accepted, start dates set M4 - Full HR infrastructure delivered: handbook, onboarding, templates, compliance, portal content M5 - Payroll migrated, first clean payroll run complete in Gusto/Paychex Phase 2: Ongoing HR and payroll, 8-12 hrs/week ----------------------------------------------------------------------- PHASE 1 HIRING SCOPE: 5 ROLES Managers come first. Associates are hired in waves underneath them. You manage the sequencing so payroll ramps up at a pace that makes sense. Role Store Manager Assistant Store Manager Laundromat Manager (24/7 operation) Compensation for all roles is competitive. Details are available during the interview process. Your M1 deliverable includes validating and finalizing all comp ranges before any offer goes out. ----------------------------------------------------------------------- KPIs ARE A CORE DELIVERABLE Before the first hire is made, you will build out KPI frameworks for every role. We have some frameworks started. Your job is to complete them, make them measurable, and make sure every person we hire knows exactly what success looks like from Day 1. - Store managers: sales targets, shrink rate, labor cost percentage, customer satisfaction, team retention, etc - Assistant managers: shift performance, task completion, team development metrics - Location manager (24/7): uptime, cleanliness scores, incident reports, revenue per shift - Associates: productivity targets, attendance, cross-training progress These KPIs feed into our internal system and become how we manage and evaluate performance going forward. Build them right the first time and you will be responsible fully yo track these. ----------------------------------------------------------------------- HOW WE EXPECT YOU TO USE AI You'll have a Claude team account from Day 1. We expect you to use it actively. The reason the hours for this role are lean is because AI handles a significant portion of the drafting, research, and routine work. That is the deal. - Use Claude to draft job descriptions, policies, onboarding docs, offer letters, and KPI frameworks - Use AI screening tools or Claude to filter applications before you spend time on them - Use AI to research compliance updates, benchmark salaries, and generate first drafts of any HR document - Use automation wherever the payroll platform or ATS allows and document what you've automated so it stays automated - Feed everything into our internal HR portal so the AI layer can maintain it going forward If you are not comfortable using AI as a core part of your workflow, this role is not for you. ----------------------------------------------------------------------- WHO WE'RE LOOKING FOR Must Have: - 3+ years HR experience in retail, hourly, or multi-location environments - Full-cycle recruiting: you have sourced, screened, and closed management and hourly roles end to end - Payroll management experience: you have run payroll, not just supported someone who did - Hands-on Gusto and/or Paychex experience - Genuine comfort with AI tools: you use them daily and you are not learning on the job here - Knowledge of local labor law in your operating jurisdiction, including wage ordinances, paid leave requirements, and scheduling laws - Ability to build HR infrastructure from scratch and hand it off clean Strong Bonus: - Experience migrating between payroll platforms - Has built KPI frameworks for hourly retail or service roles - Multi-location or franchise HR background - Experience building automated HR systems that reduced manual work measurably ----------------------------------------------------------------------- CONTRACT TERMS This is an Upwork contract. Here is exactly what that means: Contract Type : Upwork hourly contract, all work tracked and paid through Upwork Phase 1 : Project-based with milestone payments (see above), rate set at contract start Phase 2 : Ongoing hourly contract, 8-12 hrs/week, paid weekly or bi-weekly through Upwork Communication : Weekly check-in with owner, more frequent during Phase 1. Available for any additional meetings or calls the owner requests. ----------------------------------------------------------------------- AI TOOLS AND CONFIDENTIALITY POLICY This is a strict requirement, not a suggestion. By accepting this contract you agree to the following: AI Tools You May Use: - You will use only AI tools we provide or approve in writing. This currently means Claude via our team account, and any other tool we explicitly authorize. - You may not use personal AI accounts, free-tier tools, or any external AI platform to process, draft, or analyze any of our HR data, employee information, or business content. - All AI usage must happen within our provided accounts and systems so data stays within our environment at all times. - If you want to use a tool not on our approved list, you ask first. No exceptions. Confidentiality: - Everything you access, create, or learn in this role is strictly confidential: employee records, compensation data, business operations, HR policies, KPIs, candidate information, and all other business information. - You may not share, export, copy, or use any of our data, documents, or systems outside the scope of this contract and our approved tools. - All work product created under this contract belongs to us. You retain no rights to any documents, templates, systems, or processes you build. - You may not use our business information, processes, or data to benefit any other client, employer, or personal project, during or after this engagement. - Upon contract end, all access is revoked immediately. Any copies of our data or documents in your possession must be deleted and confirmed in writing. Violation of any of the above is grounds for immediate contract termination and may result in legal action. This is standard for any serious HR engagement. ----------------------------------------------------------------------- HOW TO APPLY In your Upwork proposal, answer these three questions. Keep each answer to 3-5 sentences. We are looking for substance, not length. 1. Tell us about one HR system you built from scratch. What did it include, how did you use AI in building it, and what does it look like today? 2. How have you used AI tools specifically in HR or payroll work? Give one concrete example with a real outcome. 3. Describe a payroll migration or complex payroll situation you owned end to end. What platform, how many employees, and what was hard about it? Proposals without clear answers to all three will not be reviewed. Generic cover letters will be skipped. ----------------------------------------------------------------------- We are an equal opportunity employer. This is an independent contractor engagement via Upwork. All applicable local, state, and federal labor law compliance is a core responsibility of this role.