RvaWDAWTw4 8NvR3uj — AI Automation & Business Systems — Palo Alto, CA

wM4VpAYuvw v5rKHwA — AI Automation & Business Systems

Company: Zareen’s

Location: Remote or In Person

Schedule: Part-time or Full time

Compensation: Based on experience and agreed hours

About the Role

Zareen’s is a growing restaurant business in the San Francisco Bay Area. We’re looking for an experienced, resourceful wM4VpAYuvw v5rKHwA to work directly with ownership, manage projects, improve internal processes, and use AI and automation to make the business run more efficiently.

This is a hands-on role with responsibilities across operations, executive support, catering systems, employee administration, marketing, and vendor coordination. You should be comfortable taking a loosely defined problem, developing a practical solution, and following through until it is working reliably.

We’re especially interested in someone highly proficient with Claude who has experience building and maintaining real business automations. QuickBooks and accounting experience are a strong plus. Needs to be organized and get stuff done.

Responsibilities

Business UtU8RXxrma & Project Management

• Own assigned projects from planning through implementation and ongoing follow-up.

• Coordinate with ownership, restaurant managers, vendors, and outside service providers.

• Create clear procedures, project trackers, and systems for accountability.

• Identify operational gaps, recommend improvements, and implement approved solutions.

• Provide concise updates highlighting progress, unresolved issues, and decisions needed.

AI Automation & Business Systems

• Identify recurring administrative work and build reliable automations using Claude and tools such as n8n, Make, or Zapier.

• Develop daily workflows for reviewing emails, organizing information, generating summaries, and tracking follow-ups.

• Connect related emails across inboxes so each issue has a clear history, owner, and next step.

• Integrate business platforms through available integrations, APIs, or structured exports.

• Monitor automated processes, troubleshoot failures, and prevent missed or duplicate actions.

• Document workflows and establish review steps for sensitive actions and external communications.

Xu5rnwB YFmGw64vm & Follow-Up

• Review Homebase manager notes and turn them into useful summaries, meeting agendas, and action items.

• Monitor Jolt checklists and reports, flag incomplete tasks and recurring issues, and coordinate follow-up.

• Track action items across locations and verify that reported problems have been addressed.

• Prepare regular operational summaries that help ownership and managers prioritize their work.

Catering CRM & Guest Relationships

• Build and maintain a CRM for catering guests, corporate clients, and event contacts.

• Track inquiries, proposals, bookings, guest preferences, and follow-up dates.

• Coordinate follow-ups on open quotes and opportunities for repeat business.

• Develop processes for post-event feedback and guest outreach.

• Keep contact information and communication preferences organized and accurate.

Employee Training & Administration

• Maintain onboarding checklists and track required employee paperwork.

• Track training completion, certifications, renewal dates, and outstanding requirements.

• Follow up with employees and managers on missing documents or incomplete training.

• Organize training materials, procedures, and employee records.

• Create reports showing upcoming deadlines and overdue requirements.

Marketing & Newsletters

• Plan and coordinate newsletters and marketing campaigns for catering, events, promotions, and restaurant updates.

• Draft content for review and maintain a marketing calendar.

• Organize mailing lists and customer segments.

• Coordinate approved campaigns and track engagement, inquiries, and bookings.

• Work with ownership and creative partners to maintain consistent branding and messaging.

Vendor & Accounting Support

• Collect and organize vendor invoices, track payment deadlines, and investigate discrepancies.

• Assist with QuickBooks bill entry and financial recordkeeping.

• Prepare vendor payment schedules and payments for approval.

• Coordinate with our bookkeeper or accountant on outstanding items.

• Track vendor contracts, subscriptions, renewals, and opportunities to reduce unnecessary costs.

Executive Support & Issue Resolution

• Help manage inboxes, priorities, calendars, and follow-ups for ownership.

• Draft communications and coordinate meetings.

• Monitor customer complaints and payment disputes, gather supporting documentation, and prepare timely responses.

• Maintain clear records of open issues and follow through to resolution.

Other Projects May Include

• Creating a maintenance system for equipment repairs and service requests.

• Building a searchable internal knowledge base.

• Tracking guest feedback and identifying recurring issues by location.

• Coordinating recruiting and applicant tracking.

• Improving catering delivery and event coordination.

• Preparing business reports and dashboards from available data.

Priorities and project scope will be agreed with ownership based on available hours and business needs.

Required Qualifications

• At least three years of relevant experience in operations, project management, business systems, or a comparable role.

• Experience independently managing projects and coordinating with multiple stakeholders.

• Excellent written and verbal English.

• Strong organization, attention to detail, and consistent follow-through.

• Advanced practical experience using Claude for business tasks and process improvement.

• Demonstrated experience building and maintaining automations with n8n, Make, Zapier, or similar tools.

• Strong spreadsheet skills and confidence learning new software.

• Ability to exercise judgment, identify problems, and propose workable solutions.

• Discretion when handling confidential business, employee, and financial information.

• Reliable internet and availability for agreed overlap with California business hours.

Preferred Qualifications

• QuickBooks Online, bookkeeping, or accounts payable experience.

• CRM administration and email marketing experience.

• Familiarity with Homebase, Jolt, Square, or similar business platforms.

• Experience with restaurants, hospitality, or multi-location businesses.

• Experience with APIs, webhooks, Claude API, or basic scripting.

What Success Looks Like

Projects move forward without constant reminders. TD2Ry9s8 receive clear action items and follow-up. Catering inquiries and guest relationships are organized. Employee paperwork and training are tracked. Vendor bills are prepared accurately, and recurring processes run reliably with less manual work.

How to Apply

Please submit your resume and optionally please email us at •••••••• a response to the following questions along with your resume.

• Describe an operational process you improved. What did you personally implement, and what was the result?

• Share an example of an automation you built, including the tools used and how you monitored it.

• Explain how you currently use Claude.

• Describe your experience with CRM systems, marketing, employee administration, or QuickBooks.

• Include your location, weekly availability, availability in Pacific Time, and expected hourly rate.

Anonymized examples or short demonstrations of previous work are encouraged.