Systems & Automation Lead

In Financial Services Remote Full-time Long-term Contract About the Role In Financial Services is building a highly systemised, automation-led mortgage business designed around an exceptional client experience. Our focus is on removing friction at every stage of the loan lifecycle. Systems, automation, and AI are used to quietly handle data flow, documentation, task creation, and handovers across the entire loan lifecycle - from first enquiry through to submission, approval, settlement, and long-term review - so our clients feel supported and confident, and our team can focus on advice, problem-solving, and outcomes. We’re looking for a Systems & Automation Lead to work closely with the leadership team and alongside our established, high-performing offshore team in the Philippines. This role owns how our systems operate day to day. You’ll identify opportunities, improve workflows, and help shape how automation and AI support both our clients and our internal teams as the business continues to scale. This is a hands-on execution role for someone who enjoys building clean systems, improving efficiency, and working as part of a connected, collaborative remote team. What Success Looks Like A client enters the business via an enquiry, referral, or campaign. From there:

>Client information flows cleanly into GoHighLevel (GHL) and into Broker Engine without duplication

>Meetings are booked with accurate pre-filled client data

>Client documents are guided, collected, named, and stored correctly

>Submission, approval, settlement, and post-settlement steps are system-led and automated where possible

>Tasks, notes, and handovers are created automatically for brokers and processing teams

>Ongoing reviews and retention workflows trigger without manual follow-up From the client’s perspective, the process feels clear, organised, and easy. From the team’s perspective, files are structured, complete, and ready to progress at every stage. Key Responsibilities

>Own the build, optimisation, and ongoing improvement of workflows across Broker Engine and GoHighLevel (GHL)

>Design and maintain integrations between Broker Engine, GHL, document storage, compliance workflows, and other systems using automation tools such as Zapier

>Automate workflows across the full mortgage lifecycle, including lead intake, data capture, submission, approval, settlement, post-settlement, and ongoing review

>Embed AI and Copilot-style tools into workflows to support meeting summaries, task creation, file notes, quality checks, and handovers

>Ensure client data and documents are captured, named, and stored correctly to support a seamless client experience

>Create role-based task automation so brokers and processing teams work from systems, not memory

>Document systems and workflows clearly, including SOPs, process maps, and short training guides

>Maintain a backlog of system, automation, and AI improvements and support continuous optimisation

>Support system setup and integration for new hires and future loan book acquisitions Skills & Experience

>Strong hands-on experience building and maintaining advanced workflows in GoHighLevel, including pipelines, triggers, automations, forms, calendars, and multi-step client journeys

>Experience working with Broker Engine or similar mortgage broker CRMs

>Experience working with system integrations, including API-based connections, webhooks, and automation tools such as Zapier

>Practical experience applying AI tools (such as Copilot) within structured, repeatable workflows

>Solid understanding of mortgage or financial services workflows, including submission and post-settlement stages

>Highly process-driven with strong attention to detail

>Able to build, document, and explain systems clearly This Role Is Not

x) A marketing or funnel optimisation role

x) A compliance interpretation role

x) A strategy-only role You’ll be executing approved solutions within clear systems and governance. Why Join Us

>Long-term, stable role with a growing Australian brokerage

>Work alongside an established offshore team in the Philippines

>Dedicated systems role within the offshore team, working closely with Australian leadership

>Strong team culture with daily collaboration via Microsoft Teams

>Opportunities to work on meaningful automation and AI initiatives that improve real client outcomes

>Clear priorities, structured workflows, and high standards About In Financial Services With over 20 years of success, In Financial Services has built a reputation for excellence, innovation, and genuine client care. Our purpose is simple - to empower financial dreams through education, inspiration, and support - and we believe smart systems, automation, and great people working together make that possible. Next Steps If you enjoy building intelligent systems, embedding automation and AI into real workflows, and being part of a connected, high-performing remote team, we’d love to hear from you.

Job Type: Full-time