AI Operations Coordinator

We're a fast-growing performance marketing agency that manages tens of millions per month in direct-response ad spending for awesome direct-to-consumer brands. We work with disruptive brands, and big budgets, and make crazy ideas come to life!

Our model is built upon the core values of Alignment and Transparency, which means that, unlike traditional agencies that win by charging huge retainers, Pilothouse wins by delivering huge results.

Alongside our team of 180+ members spanning Media Buyers, Copywriters, Content Managers, Landing Page Developers, Content Creators, Email & SMS Coordinators, CGC & Influencer Managers, we need an AI Operations Coordinator to own audit and proposal production and work alongside an amazing team.

This role is a great fit for someone who enjoys building polished, client-ready materials and is excited by the practical use of AI and automation to make repeatable work faster, cleaner, and more scalable.

This role requires working Pacific Standard Time hours, Monday to Friday, 9:00 AM - 5:00 PM PST.

REQUIREMENTS:

• High proficiency with AI tools such as Claude, ChatGPT, or custom GPT/prompt-based workflows
• Comfort using AI tools to summarize information, structure data, refine content, improve workflows, or reduce repetitive manual work
• Experience creating or improving prompts, templates, SOPs, or repeatable AI-assisted workflows
• Strong attention to detail and ability to follow structured instructions
• Strong comfort working in Google Slides and Google Sheets
• Comfort navigating web-based platforms and pulling structured data from digital tools
• Experience with automation tools such as Zapier, Make, Airtable, or similar no-code/low-code platforms
• Solid baseline understanding of digital marketing fundamentals: paid media, e-commerce funnels, ad platforms, and attribution basics
• Ability to work independently and reliably once trained

ESSENTIAL QUALITIES:

• Sharp visual instincts, you know what a clean, polished, client-ready deck looks like
• Process-driven and organized, with the ability to manage repeatable work efficiently
• You spot inefficiencies and think in systems, not just task completion
• Self-directed with strong follow-through and minimal need for hand-holding
• Genuine curiosity about AI and automation tools, and how they can reduce manual work
• A practical, hands-on mindset toward AI, not just interest in the topic, but excitement about using it to make real work better
• A natural tendency to ask, Could this be templated, automated, or made more repeatable

THE DAY-TO-DAY:

• Coordinate access to client and prospect accounts and tools required for audits
• Pull structured data from platforms including Meta Ads Manager, Google Ads, GA4, Shopify, Amazon, and Klaviyo
• Input audit findings into pre-built proposal and slide templates, ensuring outputs are clean, accurate, and client-ready
• Use tools like Claude, ChatGPT, custom GPTs, and automation platforms to support audit summaries, proposal drafting, data organization, and workflow improvements
• Refine layout, spacing, hierarchy, typography, and visual clarity across proposal materials
• Identify recurring manual tasks and recommend ways to standardize, templatize, or automate them
• Use AI and automation tools to reduce repetitive manual effort across the audit and proposal process
• Help maintain and improve proposal templates, audit checklists, prompt libraries, SOPs, and repeatable workflows
• Maintain consistency and quality across all audit outputs and proposal templates

ABOUT THE POSITION

This role sits at the intersection of sales support, presentation production, and workflow automation. You'll be responsible for producing structured channel audits and proposal materials that our sales team uses in client conversations, and for making that process faster and more repeatable over time.

You'll be joining a team that is actively looking for practical ways to improve how audit and proposal work gets done. The right person will be excited to help turn repeatable manual work into smarter templates, prompts, systems, and workflows.

Presentation quality matters here. This is the ability to produce clean, polished, professional decks is a core requirement.

Equally important is the automation mandate. A key part of this role is identifying repetitive manual tasks and helping convert them into templates, automations, or AI-assisted workflows.

APPLICATION INSTRUCTIONS — friendly hint, don't miss this part ;)

Along with your resume, please submit a cover letter and a brief explanation of why you are interested in this position.

Please include a portfolio of examples of work that makes you stand out! Whether that's decks you've built, automations you've designed, or AI-assisted workflows you've created.

We'd especially love to see examples of how you've used AI, automation, or structured workflows in real work. This could include prompts, Claude or ChatGPT workflows, custom GPTs, SOPs, dashboards, templates, proposal materials, audit outputs, or before-and-after examples showing how you made a process faster, cleaner, or more scalable.

In your cover letter, please tell us about one practical way you've used AI, automation, or a repeatable workflow to improve how you work.

We appreciate your time and thank all applicants for their interest, but we will only be responding to shortlisted applicants.

BENEFITS

Perks for our online team members:

• Fun virtual events — we host company events to focus on fun and growth
• Casual dress
• Work from home
• Flexible work schedule