Project Manager- AI Operations

Prompt Engineer & AI Systems / Automation Project Manager (Fixed-Term)
Location: Hybrid role, 3 days per week based in London
Contract: 3-Month Fixed-Term
Start Date: Immediate Part time candidates considered as well as full time. Salary £50-60,000 DOE About the Role A fast-growing creative agency is building an AI-first internal operating system - and we're looking for a high-impact Prompt Engineer & AI Systems Manager to help shape and deliver it. This role focuses on internal systems that power business operations, sales enablement, and marketing automation through the use of GPT models and low-code tools. This is a delivery-focused role ideal for someone with a background in internal automation, AI systems architecture, and prompt engineering. You'll collaborate cross-functionally with Sales, Operations, Delivery, and Leadership teams to create, refine, and scale AI-powered workflows. While initially offered as a three-month engagement, there is strong potential for extension based on performance and business needs. Key Responsibilities AI Systems Ownership

Maintain and evolve the internal AI Operating System. Lead structured weekly reviews of GPT usage, implementation feedback, and performance metrics across departments.

Prompt & Schema Engineering

Design, refine, and optimise structured GPT prompts to support use cases such as proposal QA, CRM triggers, reporting, and internal workflows. Ensure schema logic, tone, and functional performance are consistently high-quality.

Cross-Functional Enablement

Collaborate with internal teams to develop and roll out tailored GPT-based tools. Own briefing, configuration, and deployment processes to ensure smooth adoption and value delivery.

Automation Stack Management

Maintain and optimize the automation engine using tools like Zapier, Make, HubSpot, Notion, Clay, and Airtable. Ensure all tools work in alignment with system architecture and team needs.

AI Feedback Looping

Gather user feedback across GPT tools and systems. Translate insights into prompt enhancements, system updates, and change logs.

Documentation & Transparency

Create and maintain clear documentation in Notion for all prompt logic, systems architecture, and automation logic. Ensure systems are easy to inherit, adapt, and scale.

Innovation & System Evolution

Identify opportunities to modularize, improve, or re-architect systems based on emerging technologies and team feedback. Proactively propose improvements to keep AI infrastructure sharp and scalable.

What We're Looking For Must-Haves

3-5 years of experience in technical product operations, internal tooling, or workflow automation Demonstrated experience in prompt engineering with tools like ChatGPT or other LLMs Proficiency with low-code automation platforms (e.g. Zapier, Make, Airtable, Notion, HubSpot) Strong operational discipline: cadence-driven, feedback-oriented, and systems-minded Attention to detail in documentation and handover readiness Ability to translate friction points into practical system improvements

Nice-to-Haves

Experience in agency, startup, or creator-tech environments Familiarity with LangChain, vector search, or building internal GPT-based apps Comfortable operating in a hybrid technical/ops role Experience using AI or automation to streamline internal workflows

Why This Role Matters This is not about layering AI onto outdated systems - it's about building a modular, intelligent operational foundation from scratch. Your contributions will directly power internal performance, scalability, and innovation.

Sphere Digital Recruitment is acting as an Employment Business in relation to this vacancy.