AI Implementation Engineer

Remote – Part-Time Engagement
Schedule: Approximately 20 Hours per Week
Work Structure: Flexible / Async-Friendly
Industry: Wellness, Retreats & Community

About the Role

The AI Implementation Engineer is a part-time technical contributor responsible for designing, building, and deploying the foundational AI-augmented operating system for a growing founder-led business.

The primary objective of this role is to create a functional and maintainable operational backbone that centralizes and automates:

• Lead management.
• CRM workflows.
• Retreat enrollment.
• Payments.
• Scheduling.
• Pre-retreat communication.
• Post-retreat follow-up.
• Content organization.
• Podcast, YouTube, and social media assets.

The organization currently operates without formal operational systems across many of these areas. The AI Implementation Engineer will transform these manual and disconnected processes into a lean, centralized, and automated system that the Founder can operate independently.

This is a hands-on technical implementation role, not an advisory position.

The Engineer is expected to:

• Configure platforms.
• Build integrations.
• Create automations.
• Test workflows.
• Document systems.
• Deploy usable solutions quickly.

The system should be appropriately sized for a one-to-two-person operation rather than designed as an enterprise-scale platform.

The engagement is intentionally front-loaded. The core operational systems are expected to become functional within approximately the first three months, after which the position shifts from active system building toward lighter refinement and optimization.

Key Responsibilities

Discovery & Workflow Audit

• Review how leads currently enter the business through:
  • Paid advertising.
  • Organic inquiries.
  • Phone.
  • Email.
• Document the current manual lead-management process.
• Identify gaps created by the absence of a centralized CRM.
• Map the complete retreat sales cycle, including:
  • Inquiry.
  • Enrollment.
  • Deposit.
  • Payment.
  • Pre-retreat communication.
  • Post-retreat follow-up.
• Review existing content operations across:
  • Podcast.
  • YouTube.
  • Social media.
• Identify opportunities to consolidate scattered systems, files, and processes.
• Identify the highest-leverage automation opportunities.
• Balance automation recommendations against:
  • Limited budget.
  • Available implementation time.
  • Actual business requirements.
• Prioritize the build sequence around the organization's two most urgent requirements:
  • CRM and workflow automation.
  • Centralization of social media, podcast, and YouTube assets.

CRM & Workflow Build

• Select a cost-efficient CRM appropriate for a solo-operator business.
• Prioritize CRM options with:
  • Low ongoing software costs.
  • Minimal unnecessary complexity.
  • Strong automation capabilities.
  • Ease of maintenance.
• Configure the selected CRM.
• Build lead-capture workflows.
• Connect leads generated through:
  • Paid advertising.
  • Organic inquiries.
• Build lead-nurture workflows.
• Build the complete retreat enrollment pipeline.
• Automate stages including:
  • Inquiry.
  • Deposit.
  • Payment.
  • Pre-retreat communication.
• Build post-retreat follow-up workflows.
• Automate testimonial collection.
• Automate review collection.
• Configure calendar and scheduling systems for:
  • Retreats.
  • One-on-one calls.
  • Monthly community meetups.
• Maintain a simple CRM architecture that can be managed by a non-technical Founder after handoff.

Content & Asset Centralization

• Build a centralized system for:
  • Podcast assets.
  • YouTube assets.
  • Social media assets.
• Replace scattered files and folders with an organized content-management structure.
• Establish a lightweight content calendar.
• Build a manageable posting workflow across active channels.
• Connect relevant social media activity to the CRM when appropriate.
• Connect YouTube workflows to the CRM where useful for lead tracking.
• Connect podcast distribution and activity to the CRM where relevant.
• Ensure content assets remain:
  • Organized.
  • Accessible.
  • Easy to manage.
  • Transferable to future team members.

Automation Build & Deployment

• Build automations using appropriate no-code or low-code platforms such as:
  • n8n.
  • Make.
  • Zapier.
• Integrate the CRM with active advertising platforms.
• Integrate the CRM with the organization's payment processor.
• Integrate scheduling tools.
• Connect applicable lead sources.
• Build practical automations that reduce repetitive manual administration.
• Write light custom scripts only when no-code or low-code tools reach a genuine limitation.
• Avoid unnecessary custom development.
• Keep the technical stack intentionally lean.
• Avoid overengineering.
• Select tools appropriate for:
  • Budget.
  • Business size.
  • Current team capacity.
  • Long-term maintainability.

Testing & Quality Assurance

• Test every workflow before considering it complete.
• Test workflows using realistic lead scenarios.
• Test workflows using realistic booking scenarios.
• Verify lead-capture automations.
• Verify retreat-enrollment workflows.
• Confirm payment notifications and confirmations trigger correctly.
• Confirm booking confirmations trigger correctly.
• Test complete workflows from beginning to end.
• Identify automation failure points.
• Resolve identified issues before handoff.
• Verify systems remain usable without continuous technical intervention.
• Ensure automations do not create missed leads or bookings.

Documentation & Handoff

Documentation is a critical responsibility of this position because the Founder is currently the sole operator of the business.

The AI Implementation Engineer will:

• Document every implemented workflow.
• Use clear, non-technical language.
• Create documentation that the Founder can understand without engineering experience.
• Build a simple operating manual covering:
  • CRM.
  • Automations.
  • Lead workflows.
  • Retreat workflows.
  • Content-management system.
• Explain how each major system works.
• Explain routine maintenance requirements.
• Document troubleshooting steps where appropriate.
• Walk the Founder through the complete operating system.
• Train the Founder directly.
• Ensure the Founder can independently operate the system after handoff.
• Document systems so they are not dependent on the Engineer who originally built them.
• Create an operational structure that can eventually be transferred to future hires.

Platform-Specific Responsibilities

CRM & Automation Platform

• Own CRM configuration end-to-end during the engagement.
• Maintain a simple automation architecture.
• Avoid unnecessary complexity.
• Ensure workflows remain maintainable by a non-technical operator.
• Organize pipelines logically.
• Configure automation triggers and actions.
• Maintain clear workflow naming and documentation.

Content Systems

• Centralize podcast assets.
• Centralize YouTube assets.
• Centralize social media assets.
• Create a clear content structure.
• Ensure content files are easy to locate.
• Establish a lightweight publishing workflow.

Process Improvement

Once the core workflows are operational, the Engineer will progressively shift remaining hours from active development toward refinement and optimization.

Responsibilities include:

• Observe how the Founder uses the implemented systems.
• Identify practical friction points.
• Refine workflows based on real usage.
• Simplify unnecessarily complex steps.
• Improve automation reliability.
• Improve system usability.
• Stay within the agreed weekly hours.
• Stay within the defined engagement scope.
• Identify scope creep early.
• Flag additional opportunities rather than silently expanding the engagement.
• Recommend additional automation opportunities when appropriate.
• Clearly identify opportunities that fall outside the agreed scope.

Additional opportunities may be recommended but should not be implemented without appropriate scope approval.

Reporting & Analytics

• Provide short asynchronous updates to the Founder.
• Communicate:
  • Build progress.
  • Completed work.
  • Recently deployed workflows.
  • Current blockers.
  • Upcoming priorities.
• Maintain a simple running implementation log.
• Track:
  • What has been built.
  • What has been tested.
  • What has been documented.
• Flag workflows that are:
  • Underperforming.
  • Producing unexpected behavior.
  • Failing.
• Maintain visibility into implementation progress without creating unnecessary administrative overhead.

Additional Responsibilities

• Communicate build progress on a regular cadence.
• Communicate blockers promptly.
• Adapt communication to the part-time and asynchronous nature of the engagement.
• Recommend tools when appropriate.
• Explain why a paid tool may be beneficial.
• Consider ongoing software cost when making recommendations.
• Obtain Founder approval before implementing any solution requiring new paid software.

Outside the Scope of This Role

The AI Implementation Engineer is not responsible for:

• Running paid advertising campaigns.
• Managing paid advertising campaigns.
• Producing marketing content.
• Producing creative content.
• Conducting client-facing sales conversations.
• Purchasing software without Founder approval.
• Authorizing advertising or technology spend.
• Building unrelated automations outside the agreed engagement scope without approval.

The position should flag potential opportunities outside the agreed scope rather than absorbing additional responsibilities without discussion.

Qualifications

Required

• Demonstrated experience building CRM systems and workflow automations for:
  • Small businesses.
  • Founder-led businesses.
  • Solo-operator businesses.
• Hands-on experience with at least one automation platform:
  • n8n.
  • Make.
  • Zapier.
• Working knowledge of at least one CRM platform such as:
  • GoHighLevel.
  • HubSpot.
  • Equivalent CRM platform.
• Ability to independently configure CRM systems.
• Experience building:
  • Lead workflows.
  • Automation sequences.
  • Platform integrations.
• Comfortable working independently.
• Ability to operate with limited supervision.
• Comfortable working in a:
  • Part-time environment.
  • Async-friendly environment.
• Strong documentation skills.
• Ability to explain technical systems in plain language.
• Ability to train a non-technical Founder.
• Bilingual English/Spanish, written and verbal.
• Working proficiency with:
  • ChatGPT.
  • Claude.
• Ability to use AI tools for:
  • Research.
  • Documentation.
  • Build support.
  • Troubleshooting.

Preferred

• Experience working with:
  • Retreat businesses.
  • Coaching businesses.
  • Membership businesses.
  • Event-based businesses.
• Familiarity with YouTube content workflows.
• Familiarity with podcast workflows.
• Familiarity with social media content systems.
• Experience building operational systems for early-stage businesses.
• Experience selecting cost-efficient technology stacks for small organizations.

Core Competencies

The ideal AI Implementation Engineer demonstrates strength in:

• CRM Implementation
• Workflow Automation
• AI-Assisted Operations
• Systems Integration
• No-Code Automation
• Low-Code Automation
• Lead Management Systems
• Sales Pipeline Automation
• Payment Integrations
• Scheduling Integrations
• Content Systems
• Process Mapping
• Workflow Design
• Quality Assurance
• Troubleshooting
• Technical Documentation
• Founder Training
• Process Improvement
• Independent Execution
• Scope Management
• Cost-Conscious Technology Selection
• Plain-Language Communication

Typical Workday

This is a part-time position scoped at approximately 20 hours per week.

A typical work session may include:

Session Start

• Review outstanding build items.
• Review Founder feedback from the previous session.
• Identify current priorities.
• Confirm blockers.

Deep Work Block

Focus on one or more technical priorities such as:

• CRM configuration.
• Workflow development.
• Automation refinement.
• Platform integration.
• Content-system development.

Testing

• Test workflows developed during the session.
• Run realistic scenarios.
• Identify failures.
• Correct technical issues.

Documentation

• Document what was built.
• Update operating instructions.
• Explain technical workflows in plain language.
• Update the implementation log.

Session Close

• Send a concise asynchronous update to the Founder.
• Summarize:
  • Progress.
  • Completed work.
  • Blockers.
  • Next steps.

Typical Workweek

Early in the Week – CRM & Core Workflows

Primary focus:

• CRM implementation.
• Lead-management workflows.
• Retreat workflows.
• Lead capture.
• Lead nurture.

These systems represent the highest implementation priority.

Midweek – Integrations & Automation

Focus on:

• Advertising-platform integrations.
• Payment integrations.
• Scheduling integrations.
• Workflow automation.
• Testing.

Later in the Week – Content Systems & Documentation

Focus on:

• Content and asset centralization.
• Podcast organization.
• YouTube organization.
• Social media organization.
• Testing.
• Documentation.
• Refinement.

Standing Check-In

Maintain a short asynchronous check-in with the Founder to:

• Review progress.
• Communicate blockers.
• Confirm upcoming priorities.
• Prevent unnecessary scope expansion.

Performance Evaluation & Accountability

The AI Implementation Engineer reports directly to the Founder, who is currently the sole operator of the business.

Engagement health is additionally reviewed through Virtrify's Virtual HR Department™.

Performance is measured primarily by whether the delivered systems are:

• Functional.
• Reliable.
• Easy to operate.
• Properly documented.
• Appropriate for the size of the business.
• Maintainable after handoff.

Key Performance Indicators (KPIs)

Core Workflows Live

The following systems should be operational by the end of the engagement:

• CRM intake.
• Retreat enrollment pipeline.
• Post-retreat follow-up.
• Content centralization.

Manual Administrative Hours Reduced

• Demonstrate a reduction in the amount of time the Founder spends on repetitive:
  • Lead administration.
  • Booking administration.
  • Routine workflow management.

This metric is evaluated based on the Founder's reported experience after implementation.

Workflow Reliability After Handoff

• No missed leads or bookings caused by automation failure.
• Core workflows should continue functioning reliably after implementation.

Documentation Completeness

• The Founder must be able to operate the implemented system without the Engineer present.
• Core workflows must have sufficient documentation for independent operation.

Founder-Reported Usability

The Founder will evaluate:

• Clarity of the delivered system.
• Ease of use.
• Practical usefulness.
• Ability to manage the system independently.

Reporting Structure

The AI Implementation Engineer reports directly to the:

• Founder

Because the Founder is currently the sole operator of the organization, the Engineer will work directly with the Founder throughout:

• Discovery.
• Process mapping.
• Implementation.
• Testing.
• Refinement.
• Training.
• Handoff.

The Engineer is expected to operate independently while maintaining enough communication to ensure technical priorities remain aligned with the business.

Software & Tools

The final technology stack should remain intentionally lean.

Expected tools may include:

• GoHighLevel – CRM option.
• HubSpot – CRM option.
• Equivalent Lean CRM Platform – When more appropriate for cost and scope.
• n8n – Workflow automation.
• Make – Workflow automation.
• Zapier – Workflow automation.
• Podcast Hosting & Distribution Platform – Podcast management.
• YouTube Studio – Video publishing and channel management.
• Social Media Scheduling Tool – Content scheduling and publishing.
• Stripe or Similar Payment Processor – Payment integration.
• ChatGPT – AI-assisted research, documentation, and implementation support.
• Claude – AI-assisted research, documentation, and implementation support.

Tool selection should prioritize:

• Simplicity.
• Low ongoing cost.
• Maintainability.
• Actual business requirements.

90-Day Onboarding & Implementation Plan

Phase 1 – Foundation | Weeks 1–2

During the first phase, the AI Implementation Engineer will:

• Meet directly with the Founder.
• Review current manual processes.
• Audit existing lead-management workflows.
• Map the retreat sales process.
• Review current content operations.
• Inventory existing tools.
• Inventory existing digital assets.
• Identify current process gaps.
• Confirm implementation priorities.
• Confirm the build sequence.
• Identify the most appropriate CRM.
• Confirm the automation platform.
• Establish the initial technical architecture.

Phase 2 – Core Build | Weeks 3–8

During the core implementation phase, the Engineer will:

• Configure the CRM.
• Build lead-capture workflows.
• Build lead-nurture workflows.
• Build the retreat enrollment pipeline.
• Configure deposit and payment workflows.
• Configure pre-retreat communication.
• Build post-retreat follow-up.
• Connect relevant advertising platforms.
• Integrate payment processing.
• Integrate scheduling.
• Begin centralizing:
  • Podcast assets.
  • YouTube assets.
  • Social media assets.
• Test implemented workflows.
• Begin documenting systems as they are built.

Phase 3 – Refinement & Handoff | Weeks 9–12

During the final phase, the Engineer will:

• Test systems against real-world usage.
• Identify workflow failures.
• Correct automation issues.
• Refine workflows based on Founder feedback.
• Complete content centralization.
• Complete technical documentation.
• Finalize the operating manual.
• Verify workflow reliability.
• Walk the Founder through the complete system.
• Train the Founder on:
  • CRM operation.
  • Automation management.
  • Lead workflows.
  • Retreat workflows.
  • Content systems.
• Ensure the Founder can operate the system independently.
• Document additional automation opportunities that may be considered in future phases.

Following the initial build period, the engagement may shift toward lighter refinement and optimization rather than continued intensive implementation.

Virtrify provides ongoing support throughout the engagement through The Virtual HR Department™.

Work Environment

• Fully remote position.
• Part-Time – Approximately 20 hours per week.
• Async-friendly work structure.
• Comfortable working against a clearly defined weekly scope.
• Dedicated home workspace required.
• Reliable high-speed internet connection.
• Modern computer capable of running:
  • CRM platforms.
  • Automation platforms.
  • Multiple browser-based tools.
• Professional setup for occasional video check-ins with the Founder.
• Ability to work independently.
• Strong personal organization.
• Ability to manage technical implementation without constant supervision.
• Comfortable working directly with a non-technical Founder.

About the Company

Our client is a growth-stage wellness and community-building business centered around immersive retreats and personal development.

The organization operates through multiple channels, including:

• In-person retreats.
• Local events.
• Recurring community meetups.
• Podcast.
• YouTube.
• Social media.

The business is currently operated by a single Founder and is experiencing increasing activity across:

• Lead generation.
• Retreat bookings.
• Content production.
• Community growth.

At present, many operational processes remain manual, and the organization does not yet have a formal centralized operating system connecting leads, bookings, communication, payments, and content.

The AI Implementation Engineer is being introduced to build this foundational infrastructure so the Founder can continue scaling the organization without personally administering every repetitive workflow.

The goal is not to create an enterprise technology environment. Instead, the organization requires a lean, cost-conscious, maintainable operating system appropriate for a one-to-two-person business today, with the ability to support future growth.

Final Notes

The AI Implementation Engineer is expected to become the technical owner of the organization's initial operational systems build.

Success in this engagement means:

• A functional CRM is implemented.
• Lead sources feed into an organized pipeline.
• Paid and organic leads are properly captured.
• Lead-nurture workflows are operational.
• The retreat enrollment process is automated from inquiry through payment and pre-retreat communication.
• Post-retreat follow-up is automated.
• Testimonial and review collection workflows are operational.
• Scheduling is centralized.
• Podcast, YouTube, and social media assets are organized into a centralized system.
• Core integrations function reliably.
• Automations are tested against realistic scenarios before handoff.
• No leads or bookings are lost because of automation failures.
• The Founder spends less time on repetitive lead and booking administration.
• The technology stack remains lean and cost-efficient.
• Paid tools are not purchased without Founder approval.
• Scope creep is identified rather than silently absorbed.
• Every major workflow is clearly documented.
• The operating manual is understandable to a non-technical user.
• The Founder can independently operate the delivered system after handoff.
• By the end of the initial 12-week implementation period, the core operational backbone is functional, tested, documented, and ready for independent use.