AI Operations & Systems Architect (Job ID: ARSMIC1EA)
Remote
Full Time
Experienced
🌟 We’re Hiring: AI Operations & Systems Architect
IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0
C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.
*PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH with good lighting and background*
📋 Job Information
About the Client:
Our client is a fast-growing, high-volume investment property lending firm specializing in business-purpose real estate loans (DSCR, RTL, fix-and-flip, bridge, and construction financing). Having generated roughly $45M in year-to-date loan volume, the company has proven strong market demand and a high-performing brand.
However, back-end operations are currently capped at approximately 15 deals per month. The business has deliberately paused outward marketing efforts because current manual processes and disconnected systems cannot handle additional deal flow. The leadership team is now focused on building the operational foundation required to safely restart marketing and scale directly to 50 deals per month ($100M+ in volume) without adding redundant headcount every time deal volume grows.
About the Role:
This is a high-impact, elite operational position sitting directly beside the Founder & CEO. Rather than a conventional administrative Executive Assistant role, this position functions as a systems architect and operational implementer—a true "Ops Savage" / AI Systems Builder. Your central mandate is to remove operational bottlenecks, connect isolated software platforms, aggressively implement AI automation, and unify the end-to-end workflow between sales, processing, underwriting, and closing.
You will directly build and maintain systems that give every department maximum operational leverage:
Immediate Focus & Core Responsibilities:
Immediate Focus (Day 1–30): Map current lead sales setup processing closing workflows, audit the existing tech stack, identify data breakdowns, and construct a targeted plan to resolve operational bottlenecks so marketing can safely be restarted.
1. Architect Scalable Operations & Product Building
Technical Stack & Tools
Qualifications & Skills:
Required Qualifications & Attributes:
Strongly Preferred ("Nice-to-Have"):
What We Are NOT Looking For:
Submit your application today and take the first step toward your next great opportunity
IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0
C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.
*PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH with good lighting and background*
📋 Job Information
- Job Title: AI Operations & Systems Architect
- Job ID: ARSMIC1EA
- Industry: Business-Purpose Investment Property Lending
- Location: LATAM / South Africa
- Job Status: Full Time
- Work Schedule: Monday to Friday, 8am to 5pm (PST) - Flexible
- Compensation: $2800 to $3200 per month
- Target Start Date: ASAP
About the Client:
Our client is a fast-growing, high-volume investment property lending firm specializing in business-purpose real estate loans (DSCR, RTL, fix-and-flip, bridge, and construction financing). Having generated roughly $45M in year-to-date loan volume, the company has proven strong market demand and a high-performing brand.
However, back-end operations are currently capped at approximately 15 deals per month. The business has deliberately paused outward marketing efforts because current manual processes and disconnected systems cannot handle additional deal flow. The leadership team is now focused on building the operational foundation required to safely restart marketing and scale directly to 50 deals per month ($100M+ in volume) without adding redundant headcount every time deal volume grows.
About the Role:
This is a high-impact, elite operational position sitting directly beside the Founder & CEO. Rather than a conventional administrative Executive Assistant role, this position functions as a systems architect and operational implementer—a true "Ops Savage" / AI Systems Builder. Your central mandate is to remove operational bottlenecks, connect isolated software platforms, aggressively implement AI automation, and unify the end-to-end workflow between sales, processing, underwriting, and closing.
You will directly build and maintain systems that give every department maximum operational leverage:
- Sales & Revenue Generation: Eliminating spreadsheet friction so Sales can stay strictly in the CRM, focus 100% on borrower calls, and drive revenue.
- Setup & Lead Support: Streamlining lead qualification, file stress-testing, preliminary eligibility logic, and clean handoffs.
- Fulfillment & Loan Processing: Structuring condition-clearing copilots, document classification systems, and lender-tracking tools so processing can close loans faster.
- Executive Strategy: Consolidating company intelligence into a centralized "brain" to free up executive bandwidth for marketing, growth, and capital distribution.
Immediate Focus & Core Responsibilities:
Immediate Focus (Day 1–30): Map current lead sales setup processing closing workflows, audit the existing tech stack, identify data breakdowns, and construct a targeted plan to resolve operational bottlenecks so marketing can safely be restarted.
1. Architect Scalable Operations & Product Building
- Redesign and scale operational infrastructure to support a 3x increase in deal growth (15 to 50 deals/month).
- Transform high-level ideas from executive leadership into working internal products, scoping practical MVPs, and rapidly prototyping via AI-assisted development (e.g., Lovable), low-code/no-code platforms, APIs, webhooks, and databases.
- Build usable frontend interfaces for internal staff—not just backend automations—and own products end-to-end (scoping, testing, launching, driving adoption, and troubleshooting).
- Build a centralized, searchable knowledge base covering lender guidelines, rate sheets, overlays, checklists, contacts, and program details for both human staff and AI agents.
- Convert hidden knowledge living in emails, call recordings, Google Drive, and individual staff heads into structured SOPs and automated onboarding systems.
- Maintain strict version control for guidelines and capture real-world lender behavior (exceptions, actual turn times, re-trades, closing reliability).
- Sales Operations: Clean CRM data, automate call summaries, build follow-up workflows, and streamline lead scoring/routing in Close. Build sizing and pricing tools (DSCR, RTL, bridge, fix-and-flip, construction) to remove manual spreadsheet work from the sales process.
- Sales-to-Setup Handoff: Standardize qualification criteria, summarize borrower calls automatically, issue-spot early, and establish clear submission gates to prevent weak leads from entering setup.
- Setup-to-Processing Handoff: Build eligibility checklists, confirm document validity (borrower, entity, property, credit, liquidity), and ensure clean data transmission into the Loan Origination Software (LOS).
- Processing & Condition Clearing: Develop internal copilot tools that read lender condition lists, generate consolidated borrower request lists, auto-match uploaded documents against requirements, and flag closing risks.
- Build a dynamic lender/program database tracking pricing, leverage, requirements, and historical approval trends.
- Architect logic to filter the best 3–5 lenders per transaction, generate borrower quote options, and track quoted vs. actual closed terms.
- Create real-time deal-health dashboards that track file progression, flag missing documents or lender response delays, predict closing probability, and surface executive-level forecasts without manual intervention.
- Incrementally design, test, and deploy grounded AI agents (intake/qualification, guideline research, lender matching, pricing copilot, condition clearing, deal monitoring) with strict human-in-the-loop approvals.
- Consolidate technical infrastructure, transitioning workflows seamlessly away from legacy platforms and reducing reliance on external agencies or fragmented personal accounts.
Technical Stack & Tools
- CRM: Close (Primary sales platform transition) & HighLevel (Legacy system being migrated away from)
- Loan Origination System (LOS): LendingWise (including preparing for future Model Context Protocol / MCP integration)
- Automation & Integration: Make, custom APIs, webhooks, database structures
- AI Development & Prototyping: AI-assisted development environments (Lovable or similar), Claude, ChatGPT, LLM APIs, and custom agent setups
- Communication & Intelligence: SendBlue (SMS/Phone), Google Workspace / Drive, Attio (Call Intelligence), Google Chat / Slack
Qualifications & Skills:
Required Qualifications & Attributes:
- Location: Must have native-level English fluency (spoken and written).
- Systems & Workflow Mastery: Proven track record in operations, workflow design, and process optimization. A self-starter who thinks in systems and anticipates bottlenecks.
- High Technical & AI Capability: Experience connecting systems via APIs, webhooks, and automation platforms (e.g., Make). Ability to actively build tools using AI, far beyond basic prompting or content generation.
- Product & Operator Mindset: Ability to take vague operational problems, determine what should be built, scope an MVP, build it, and maintain it independently.
- Schedule Flexibility: Able to work overlapping business hours within the US Pacific Time (PST) zone.
Strongly Preferred ("Nice-to-Have"):
- Domain Knowledge: Background in loan origination, real estate finance, private money lending (DSCR, RTL, Fix-and-Flip, Bridge), or mortgage processing to assist in sizing deals and understanding metrics (LTV, LTC, LTARV, DSCR, debt yield, cash-to-close). Elite technical and operational execution remains the primary requirement.
What We Are NOT Looking For:
- Traditional calendar/inbox executive assistants.
- Prompts-only AI users without real technical building capabilities.
- Individuals who build disconnected automation's in personal accounts without system documentation or error handling.
Submit your application today and take the first step toward your next great opportunity
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