Stellenbeschreibung:

Notion Automation & Workflow Expert for TACO Marketing OS




tl;dr - important infos:



REFERENCE NOTEBOOK FOR INITIAL QUESTIONS:

https://notebooklm.google.com/notebook/abe3496c-973e-4395-b99d-58c0ae3ed126




Please chat with this notebook - it can answer all your questions regarding this project!




Please provide an estimate of the necessary budget with your application. We are prepared to allocate the appropriate budget for this complex project. In return, we expect first-class work, reliability and extreme expertise in Notion.




A PDF is attached for better readability.




100% AI-generated proposals will be ignored. (-:




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About REPLY42:

REPLY42 GmbH is a dynamic marketing company based in Lüneburg, Germany, with a global team of over 20 members, serving 18 clients across Germany, Europe, and the USA.
Our mission is to bridge the gap between traditional agencies and freelancers by offering cost-efficient, flexible marketing solutions that deliver measurable results within four months through our proprietary TACO Strategy.




The TACO (Technical Foundation, Advanced SEO, Customized Content, Optimized Outreach) Strategy is our core framework for achieving client success.



Project Vision:

We are embarking on an ambitious project to create a central, highly automated operating system (OS) for our entire TACO service within Notion. This system is designed to significantly boost efficiency, streamline our operations, and revolutionize the client experience by integrating advanced Notion features with AI and external automation tools.



The Challenge:

We are seeking a highly skilled Notion expert who is an expert in automation & workflow in Notion to design, build, and implement this comprehensive Notion OS. Your expertise will be crucial in translating our detailed workflow requirements and vision into a functional, scalable, and user-friendly Notion environment.



Key Responsibilities:
• Notion Architecture & Database Design:
  Design and implement a robust, modular Notion architecture based on interconnected master databases (CRM, Projects, Team, Internal Tasks) to serve as our "One Source of Truth".
  
  Separate Databases for each project with client specific and sensitive data (Tasks, Reportings, Assets, Meetings) that will help the client keep track of project status and progress and additionally ensure data safety between client projects.
  
  Define and configure database properties, relations, and filtered/sorted views for optimal data organization and retrieval across all databases.


• "Magic Onboarding" Automation (Lead Magnet - High Priority):
  Finalize an automated onboarding workflow, starting from a simple Notion Form input (client URL, target country, name, email, company, optional competitors) with the help of our n8n-Expert and Team.
  
  Integrate a human verification step (e.g., via a Notion button) before triggering in-depth analysis.
  
  Automatically generate a personalized, publicly accessible Notion Dashboard for the client, summarizing SEO insights, estimated revenue potential, competitor overview, and AI visibility.
  
  Automate email notifications to clients, providing report links and outlining next steps.
  
  Automatically create follow-up tasks for our Client Success Manager (CSM) for contract closing and for our SEO expert for initial technical fixes.


• Dynamic Dashboards & Views:
  Create intuitive client-facing dashboards ("Client Cockpit") that provide project status, assigned client tasks, and contact information, with strict access controls to ensure clients only view their own project data.
  
  Develop internal team dashboards ("Team OS / Leadership Dashboard") for proactive monitoring of project deadlines, budget utilization, task status, and team performance metrics (e.g., deadline adherence, client satisfaction).
  
  Design role-specific dashboards (e.g., for SEO, Marketer, CTL) displaying relevant tasks (To-Do, In Progress), deadlines, and cross-project information.


• Workflow Automation & AI Integration:
  We have a dedicated n8n-Expert in our Team that will help with external automation processes such as data processing.
  
  Implement comprehensive project management automations, including dynamic task creation from templates, automated status updates, and AI agents for proactive reminders (e.g., Slack notifications) and escalation of blockers to management.
  
  Leverage Notion templates for recurring tasks (daily, weekly, monthly, sprint) and manage task hierarchy using sub-items and dependencies to reflect our TACO workflows.
  
  Explore and implement AI capabilities within Notion (e.g., Notion AI) for content generation, summaries, or other efficiency gains where appropriate.
  
  Optimize workflows for seamless integration between Notion, Notion API, and n8n, ensuring n8n is primarily used for external data ingress/egress.


• Access Management & Modularity:
  Set up robust access and permission management, ensuring clients only view their specific project data and that internal team members have appropriate access levels. Prioritize the use of Notion's guest roles for cost-efficiency where feasible.
  
  Implement modular TACO framework components, allowing for flexible client configuration (e.g., activating/deactivating modules and their associated tasks as per client contract).


Required Skills & Experience:
• Notion Mastery: Deep understanding and practical experience with Notion's advanced features, including database design (relations, rollups, formulas, templates), views, and sharing permissions.


• Automation Expertise: Proven track record with native Notion Automation & Workflows and Notion API for building complex, reliable automations.


• Data Integration: Experience connecting Notion with external data sources and APIs (e.g., Firecrawl, DataforSEO, OpenRouter).


• AI Workflow Design: Ability to integrate AI tools (e.g., Google Gemini, Perplexity, ChatGPT) into Notion-based workflows for data interpretation and content generation.


• System Design: Strong conceptual and practical skills in designing scalable, intuitive, and efficient project management systems within Notion.


• Communication: Excellent communication skills to clarify requirements, provide updates, and collaborate effectively.


Deliverables:
• A fully functional and automated "Magic Onboarding" system within Notion.


• A centralized Notion OS with interconnected master databases.


• Customized client and internal dashboards that enhance transparency and efficiency.


• Implemented recurring tasks and workflow automations for all TACO roles.


Compensation:

Project-based / Milestone-based, to be discussed based on your experience and proposed solution.



How to Apply:

If you are a Notion expert passionate about building powerful, automated systems and are excited by the challenge of transforming a marketing agency's operations, we want to hear from you!




Please submit your proposal detailing your relevant experience and how you would approach this project.




For initial questions and to gain a deeper understanding of our vision and detailed requirements, please refer to our internal project documentation:

[https://notebooklm.google.com/notebook/abe3496c-973e-4395-b99d-58c0ae3ed126]




We look forward to reviewing your application!

NOTE / HINWEIS:

EN: Please refer to Fuchsjobs for the source of your application

DE: Bitte erwähne Fuchsjobs, als Quelle Deiner Bewerbung