About Optavo
Optavo builds AI agents and SaaS platforms that automate job roles and repetitive admin in the built environment sector. We design and deploy intelligent systems that take on the operational work humans currently do: handling enquiries, processing data, managing pipelines, and running entire functions end-to-end. Alongside bespoke agentic builds for clients, we develop our own SaaS products tailored to the sector. We're a sister business to Telfer Digital, an established digital marketing agency in the same vertical, giving us a strong existing client base and deep domain expertise to build from.
Role Overview
We're looking for an AI Workflow Architect to take ownership of translating client requirements into fully mapped, executable workflow blueprints. This role sits between sales and development — acting as the bridge between client operations and technical delivery. You'll be responsible for understanding how a business currently runs, designing intelligent agentic workflows that improve it, and ensuring successful implementation alongside our development team. The goal is: once a project is sold, you take full ownership of architecting, defining, and delivering the AI workflow — removing this responsibility from the sales team entirely.
Key Responsibilities
Discovery & Client Consultation
- Lead deep-dive discovery sessions with clients post-sale
- Map current systems, tools, and operational realities
- Identify high-leverage automation opportunities and AI use cases
- Translate business needs into clear technical requirements
Workflow Architecture & Design
- Map end-to-end workflows of current operations
- Document step-by-step processes (system logins, manual actions, data flows, decision points)
- Produce clear workflow blueprints and agentic process maps for each build
- Define "as-is" vs "to-be" workflows with measurable improvement targets
AI Workflow Planning
- Architect how agentic workflows operate across the client's tech stack
- Define triggers, agent logic, decision points, human-in-the-loop checkpoints, and integrations
- Decide where AI adds genuine value vs where deterministic logic is more appropriate
- Ensure solutions are scalable, reliable, and aligned with client outcomes
Collaboration with Development Team
- Work closely with developers throughout implementation
- Translate workflow blueprints into clear technical specifications
- Support the build by answering queries, refining logic, and unblocking decisions
Validation & Quality Assurance
- Validate agent behaviour and stress-test edge cases
- Troubleshoot issues and refine workflows where needed
- Ensure a smooth, reliable result before client handover
Client Handover & Training
- Lead client handovers once the workflow is live
- Deliver training sessions to ensure adoption
- Embed new workflows into client teams and operating rhythms
Ongoing Client Liaison
- Act as the main point of contact during delivery
- Maintain clear communication between client and technical team
- Gather feedback and continuously improve implementations
Requirements
- Experience in process mapping, operations, systems implementation, or solution design
- Strong understanding of workflows, automation logic, and system integrations
- Ability to break down complex processes into clear, structured flows
- Confident communicating with both technical teams and non-technical clients
- Highly organised with strong attention to detail
- Problem-solving mindset focused on operational leverage and efficiency
- Comfort working with SME and mid-market clients where processes are often undocumented and require active discovery
Nice to Have
- Hands-on experience with AI orchestration platforms (n8n, Make, Zapier)
- Familiarity with agentic frameworks or LLM-based workflows (LangChain, custom Claude/OpenAI integrations, MCP, RAG, function calling)
- Experience with ERP/CRM systems (e.g. SAP, Salesforce, HubSpot)
- Confidence producing flowcharts in Miro, Lucidchart, Whimsical, or similar
- Background in operations, management consultancy, or AI-led transformation projects
- Interest in or exposure to the built environment sector
What Success Looks Like
- Clear, structured workflow blueprints produced for every project
- Smooth handovers from sales to delivery with minimal friction
- Efficient collaboration with developers leading to faster, cleaner builds
- High client satisfaction and successful adoption of AI workflows
- Sales and strategy team freed up to focus on growth, with full confidence delivery is in expert hands
What We Offer
- Salary: Competitive based on experience
- Hybrid working
- 25 days holiday + bank holidays
- Pension, equipment budget, learning & development budget
- Direct exposure to founders and strategic decision-making
- Opportunity to shape the delivery function as Optavo scales
- Yearly discretionary bonus structure
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