Automation and work flow specialist/ slack, TeamUp, Zapier, Quickbooks, outlook

We are a growing field service company (cleaning services for builders) looking for a tech-savvy automation and workflow specialist to help us streamline and scale operations.

We currently manage jobs across multiple disconnected systems:

•Clients send schedules via Outlook and builder portals (Hyphen Solutions, BuilderTrend, JSA, TradeTopia)

• We enter those jobs manually into TeamUp Calendar

• Assignments and updates happen in Slack (via Canvas and private channels)

• Completed jobs are marked manually in Slack, then billed in QuickBooks

• Most job info is posted in Slack, often in unstructured ways

• We also work with Spanish-speaking subcontractors and need bilingual-friendly solutions

We want to:

• Automate calendar entries from emails and portals into TeamUp

• Create structured job completion reporting (ideally using Airtable, forms, or Slack workflows)

• Reduce Slack clutter with better workflows

• Auto-send completed job data to QuickBooks

• Ensure bilingual communication (Spanish-English) is clear and easy

Looking for someone who can:

• Audit our current system

• Propose and implement better workflows

• Build automations using tools like Zapier, Make, Slack Bots, or Airtable

• Train our team and document processes

• Work with us part-time or project-based, remotely

Tools you should know:

Zapier, Make, Slack (Workflows, Canvases, Bots), Airtable, Google Workspace, TeamUp Calendar, QuickBooks Online

Bonus: Spanish language knowledge or experience building bilingual workflows

🔧 What You'll Do

• Audit and document our current workflow

• Build automations to:

◦ Parse scheduling emails and builder portals

◦ Auto-create and update TeamUp calendar entries

◦ Streamline and structure Slack communications (Slack Canvases, Workflows)

◦ Standardize field reporting using forms (Airtable, Google Forms, Slack integrations)

◦ Integrate completed job data into QuickBooks

◦ Implement bilingual-friendly workflows for our Spanish-speaking teams

• Create clear documentation and train team members on the new system

🛠️ Ideal Experience

• Workflow automation platforms: Zapier, Make (Integromat), Airtable, Slack Workflows

• Calendar tools: TeamUp or similar

• Slack apps and bots, possibly API-level customizations

• Familiar with QuickBooks integrations

• Experience working with field service or construction companies a plus

• Bilingual in Spanish or experience creating bilingual workflows

💼 Details:

• Contract / Freelance (with potential for ongoing support)

• Flexible hours

• Remote OK

• Immediate start