AI & Systems Manager

The role You will make our systems work together, turn our data into decisions, and put AI to work in every team. Think of it as our internal Forward Deployed Engineer: you sit with each team, find the manual work and automate it. You own the Group's system data and are accountable for raising efficiency by pushing every team to automate processes and cut manual work. You also own the Group's Microsoft 365 environment, IT security, licences, IT vendors, equipment, logistics and cross-company projects. This is hands-on: you build, not just write requirements. Key responsibilities 1. Business systems Own and administer our in-house and external platforms including but not limited to CRM, ATS, Manatal, HubSpot, Webflow etc. Connect systems so data is entered once and stays consistent. Review platform data regularly for gaps and work with business owners to keep it accurate and complete. Manage user access, permissions and onboarding/offboarding across tools. Evaluate and roll out new tools as the business grows. 2. Data and analytics Build dashboards for recruitment, digital ads, sales pipeline, business operations and performance etc. Analyse recruitment funnel and ad performance. Own all Group system data and be accountable for its accuracy, completeness, quality and timely updates; set data standards that every team follows; turn findings into clear recommendations. 3. Automation, AI agents and integrations Lead the Group's efficiency drive: push every team to find and automate manual, repetitive work, agree automation targets with team leads, and report hours saved by team. Codify business processes before automating them: steps, triggers, decision rules, owners and exceptions. Build and maintain automations and AI agents for sales, recruitment, operations, finance and HR etc. Set up and maintain APIs, webhooks and integration platforms (e.g. Zapier, Make, n8n). Deploy AI tools with guardrails on data, access and cost, and measure the time saved. 4. Licences, equipment and vendor management Keep a register of all software licences with owners, costs and renewal dates. Remove unused seats, consolidate tools and negotiate renewals. Manage laptops and equipment for staff and trainees across their lifecycle: purchase, setup, asset tracking, repair, return and secure disposal. Select and manage IT, software and other non-IT vendors and coordinate relevant vendor activities. 5. Microsoft 365, IT infrastructure and security Administer the Group's Microsoft 365 tenant (Entra ID, Exchange Online, Teams): user accounts, licences, groups, shared mailboxes, multi-factor authentication and conditional access. Set up and govern SharePoint and OneDrive: site and folder structure, permissions, external sharing, version history, retention and backup. Deploy and manage endpoint detection and response (EDR) and antivirus on all company devices; monitor alerts and lead the response to security incidents. Manage devices through Microsoft Intune or similar: enrolment, disk encryption, patching and OS updates, and remote lock or wipe for lost devices and leavers. Manage company domains, DNS and email security, including phishing and spam filtering, SPF/DKIM/DMARC and domain renewals. Own password management, data backup and recovery, and regular access reviews. Implement and enforce the Group's information security policy in line with the CISO's guidelines; keep supporting IT policies (acceptable use, access control, incident response) up to date and support compliance with the PDPA and client data-protection requirements. Provide first-line IT support for staff, including office network, Wi-Fi, printers and meeting-room setup, and manage any outsourced IT support provider. 6. Project management Plan and oversee cross-functional projects across all Group entities, from scope to delivery. Track and report project milestones, flag risks early and keep stakeholders informed. 7. AI evangelist Champion practical AI use through demos, training and quick wins. Set and maintain an AI use policy covering data privacy and confidentiality. Track new AI tools and recommend what to adopt. Requirements 5+ years in commercial operations, business systems, IT operations, RevOps or data analytics, including leading projects. Hands-on CRM and/or recruitment platform admin. Hands-on Microsoft 365 administration (Entra ID, Exchange Online, SharePoint, OneDrive, Intune) and experience running endpoint security (EDR) tools. A Microsoft certification such as MS-102 is a plus. Proven automation and integration work using APIs and tools like Zapier, Make or n8n. Practical experience deploying AI tools or agents in a business. Experience building agents with the Claude or OpenAI APIs. Strong data skills: Excel/Sheets, SQL, Python or JavaScript. Experience managing vendors and software licences. Strong project manager and clear communicator who can train non-technical staff. Comfortable working across Singapore and US time zones in a lean team.