AI Systems & Operations Specialist

AI SYSTEMS & OPERATIONS SPECIALIST

Location: Winter Park, FL (Greater Orlando area) — onsite five days per week

Reports to: Stephan, Systems, Automation, and Data

Employment: Full-time, hourly W-2

Compensation: $42–$50 per hour, approximately $87,360–$104,000 annually based on 40 hours per week for 52 weeks, before overtime

Bonus: No bonus

ABOUT ACE

Ace Marketing Services, Inc. is a creator marketing and growth agency based in Winter Park, Florida. Our in-office team uses AI, automation, internal systems, and performance data to operate high-volume creator portfolios. We are a small, fast-moving team where people are expected to take ownership and follow their work through to a reliable result.

THE ROLE

We are hiring an AI Systems & Operations Specialist to work alongside Stephan and support the systems, automations, integrations, reporting, and AI-assisted workflows that help Ace operate.

This is a hands-on systems role. You will build practical workflows, maintain the tools we already use, investigate failures, improve data accuracy, and replace repetitive manual work with reliable processes. Your exact prior title is not important. Strong candidates may come from AI operations, business systems, automation, software, data, technical operations, integrations, or internal tools.

The right person understands business operations, can take a solution from an idea through implementation and support, and is comfortable doing the work—not just recommending it. You will document what you build, verify that it works in the real workflow, and help the team recover when something breaks.

WHAT YOU'LL DO

AI systems and workflows

• Build and improve AI-assisted workflows for analysis, reporting, documentation, content operations, and internal processes.

• Select practical AI tools based on the business problem rather than novelty.

• Test outputs, define appropriate human review, and protect against unreliable or misleading results.

• Create reusable prompts, instructions, quality checks, and operating procedures.

• Monitor useful developments in AI and recommend improvements with a clear business benefit.

Automation and integrations

• Build, maintain, and improve automations that connect the tools Ace uses.

• Work with APIs, webhooks, databases, spreadsheets, forms, and automation platforms.

• Replace repetitive manual work with dependable workflows.

• Investigate failures, identify the underlying cause, and prevent recurrence.

• Add monitoring, alerts, and clear ownership so problems are noticed quickly.

• Make sure information moves accurately between systems.

Internal systems and portal

• Maintain and improve Ace's internal portal and operational tools.

• Translate team needs into clear requirements and workable solutions.

• Test changes before they are introduced to the team.

• Identify confusing steps, duplicated work, missing controls, and opportunities to simplify.

• Support access, permissions, and recovery needs with appropriate care.

• Verify that changes work in the actual day-to-day process.

Reporting and data reliability

• Improve the accuracy and timeliness of operational reporting.

• Trace numbers back to their source and investigate discrepancies.

• Find missing, duplicated, delayed, or incorrectly mapped information.

• Build and maintain useful reports and dashboards.

• Document what key metrics mean and where they come from.

• Prevent incomplete or misleading data from driving decisions.

Reliability and recovery

• Monitor important systems and workflows.

• Respond calmly when something breaks and keep the right people informed.

• Find root causes instead of repeatedly treating symptoms.

• Maintain recovery instructions and appropriate backups.

• Reduce dependence on one person for critical knowledge.

• Escalate security, privacy, access, or production risks before consequential changes are made.

Team support and documentation

• Explain technical issues clearly to people with different levels of technical experience.

• Create useful documentation, diagrams, checklists, and recovery guides.

• Train approved team members on new or updated workflows.

• Make ownership, dependencies, and escalation paths clear.

• Keep routine operational cleanup with the Operations team rather than turning it into systems work.

• Provide clear progress and risk updates to Stephan.

WHAT WE'RE LOOKING FOR

• Strong hands-on experience with automations, integrations, internal tools, business systems, or AI workflows.

• Evidence that you personally owned meaningful work from problem definition through implementation and support.

• Comfort working with APIs, webhooks, databases, spreadsheets, and automation tools.

• Ability to investigate root causes and put preventive controls in place.

• Meaningful real-world use of AI assistants or AI-enabled tools.

• Good judgment about when AI output needs human review.

• Discretion with sensitive information, accounts, and access.

• Strong documentation and follow-through.

• Ability to move quickly while protecting accuracy, privacy, security, and reliability.

• Clear communication with both technical and nontechnical teammates.

• Ability to work onsite in Winter Park five days per week.

• No specific degree, certification, or previous job title is required.

HELPFUL EXPERIENCE

Experience with some of the following may help: ChatGPT, Claude, Gemini, Zapier, Make, n8n, Apps Script, APIs, webhooks, authentication, Google Workspace, advanced spreadsheets, SQL, databases, reporting, data quality, portals, dashboards, JavaScript, Python, monitoring, alerts, logs, testing, recovery planning, or high-volume creator, agency, social, or operational environments. We do not expect one person to have used every tool listed.

WHAT SUCCESS LOOKS LIKE

• Recurring system and automation failures are reduced.

• Reporting becomes more accurate and timely.

• Problems are detected and recovered from faster.

• Repetitive manual work is removed.

• Critical systems have clear ownership, documentation, monitoring, and recovery coverage.

• Improvements are adopted by the people who use them.

• Access and sensitive data are handled carefully.

• The team has backup coverage for critical systems and workflows.

COMPENSATION AND BENEFITS

This is a full-time, hourly W-2 position paying $42–$50 per hour. At 40 hours per week for 52 weeks, that equals approximately $87,360–$104,000 annually before overtime. This annual figure is an estimate, not a guaranteed salary. Employees must record all working time, and overtime will be handled according to applicable law. This role does not include a bonus.

Ace offers eligible full-time employees health, dental, vision, and life insurance, plus a 401(k) with employer match, subject to active plan rules.

HIRING PROCESS

Our expected process is:

1. Application review

2. TestGorilla Assessment (AI Interview)

3. 30-minute interview with Katana

4. Results and references review

5. Written offer, if selected

Katana conducts the only scheduled human interview. The hiring team reviews the complete evidence and makes the final decision. Automated assessment scores do not make the hiring decision. The process may change based on business needs and does not guarantee an offer.

HOW TO APPLY

Submit your resume and application answers through Dover. Applications are reviewed on a rolling basis. Applicant privacy notice: https://docs.google.com/document/d/1agpBkjNZIsTZ_W4qh8tK6bkos_5ag8Hfx9IuCGtiETc/edit. For questions or accommodation requests, contact [email protected].

EQUAL OPPORTUNITY

Ace Marketing Services, Inc. is an equal-opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic. We provide reasonable accommodations during the hiring process. Requests may be sent to [email protected].