Automation Architect for AI-Driven Lead Follow-Up System

Stack: n8n, Make.com, Airtable, Twilio, Retell AI, Webflow Long-Term / Ongoing Position We are looking for a long-term Automation Architect to own the design, development, and continuous optimization of our AI-driven follow-up systems across Meta, TikTok, and mailer traffic. This is not a one-off project — it is an ongoing role focused on building, maintaining, and evolving a high-volume, AI-enabled lead conversion infrastructure over time. If you are experienced, detail-oriented, and comfortable operating as the technical backbone behind a fast-moving performance marketing operation, we want to speak with you. ⸻ Role Overview You will build and maintain an ecosystem of autonomous workflows that capture, qualify, route, and follow up with leads 24/7. You will also be responsible for ongoing optimization, new automation builds, troubleshooting, system monitoring, and iterative improvements. This role requires someone who can think in systems, execute precisely, and maintain stable operations under high lead volume. ⸻ Core Responsibilities 1. Lead Capture & Speed-to-Lead Automation Continually improve workflows that: • Trigger instantly from Meta/TikTok form submissions • Initiate outbound Retell AI calls • Perform fallback logic (double-dials, SMS, WhatsApp messaging) • Adjust to time-zone and business-hour rules • Write all actions and outcomes into Airtable ⸻ 2. Multi-Channel Follow-Up Systems Maintain and expand: • Multi-day SMS, email, and voice sequences • Workflow logic that adapts to lead behavior and responses • Reply classification and state updates • Automated escalation to human reps based on intent or engagement • Dayparting logic and compliance-friendly scheduling ⸻ 3. Inbound Chat & DM Automation Oversee conversational automations that: • Handle inbound Instagram/TikTok DMs • Recognize keywords and intents • Provide rapid, on-brand responses • Escalate complex inquiries to live agents • Log and categorize all conversations in Airtable • Allow non-technical team members to update messaging via Sheets ⸻ 4. Lead Routing, Scoring & Data Governance You will operate as the architect of: • Lead validation and scoring logic • Multi-path routing to appropriate sales workflows • Airtable schemas and lifecycle states • Data cleaning, deduplication, and enrichment • Calendar syncing and task generation for reps • Full lead lifecycle tracking from arrival → conversion → retention ⸻ 5. Reporting, QA, and System Monitoring Build and maintain: • Daily reporting dashboards • KPI tracking workflows (speed-to-lead, contact rate, conversion rate, etc.) • Automated QA scoring using AI • Alerts for errors, bottlenecks, or workflow failures • Tools to ensure long-term stability and auditability ⸻ Required Expertise To succeed in this role, you must be highly fluent in: • n8n (advanced-level) • Make.com • Airtable (schema design, automation, extensions) • Twilio / WhatsApp API • Retell AI voice systems • Webhooks, REST APIs, JSON, concurrency logic • Webflow or similar form systems Preferred: • Experience in consumer finance, lead gen, or high-volume marketing • Experience maintaining systems long-term, not just building them ⸻ Ideal Candidate Attributes • Thinks in systems, not one-off fixes • Proactive, self-directed, and detail-oriented • Able to propose better architectures, not just execute tasks • Builds with long-term stability in mind • Comfortable operating with urgency and accountability • Communicates clearly and documents cleanly ⸻ Ongoing Relationship Structure This is a long-term position with consistent work each week. You will be responsible for: • New automation builds • Maintenance and error handling • Feature enhancements and optimizations • Scaling the infrastructure as traffic and volume grow • Quarterly improvements to architecture and performance We are looking for someone who wants a committed working relationship and is available consistently. ⸻ How to Apply Please include: 1. Examples/snapshots of automation ecosystems you have built 2. A brief Loom (optional) explaining a comparable workflow 3. Your experience with Airtable, n8n, Make.com, Twilio, and Retell AI 4. Your weekly availability 5. Your preferred structure (hourly or retainer-based) 6. Your expected time commitment per week