Description
Summary # AI Agent Developer & Automation Specialist for Construction Company ## Project Overview We are a Sydney-based residential and commercial construction company looking for an experienced AI agent developer and automation specialist to design, build and continuously improve a complete AI-powered administration and operations system. Our goal is to create a team of specialised AI agents that can support our estimating, project administration, finance, procurement, contracts, client reporting, document management, marketing and general business administration. This is not a one-off chatbot project. We are looking for a long-term technical partner who can understand our company processes, build the initial system in stages, maintain it and continue developing new capabilities as our business grows. The ideal person will have strong experience with Claude, OpenAI, AI agents, MCP connectors, Microsoft Azure, Microsoft 365, SharePoint, APIs and business workflow automation. ## What We Want to Build We want to create an AI company structure with a central management agent and several specialised agents. The proposed structure may include: ### 1. AI Operations Manager * Receive tasks from the company director and management team * Decide which specialist agent should handle each task * Coordinate work between agents * Track outstanding actions * Escalate important issues for human approval * Produce daily and weekly management summaries ### 2. Construction Estimating Agent * Review architectural, structural, civil, hydraulic and specification documents * Extract project quantities from drawings * Prepare preliminary construction estimates * Compare estimates against historical company invoices * Calculate cost per square metre * Produce detailed trade breakdowns * Identify missing information, risks and exclusions * Prepare Excel estimating schedules ### 3. Project Administration Agent * Organise project documentation * Prepare meeting minutes * Track action items and deadlines * Prepare weekly and monthly project reports * Monitor progress claims and project milestones * Maintain project registers * Assist project managers and site supervisors with administration ### 4. Contract Administration Agent * Prepare draft variation notices * Prepare extension-of-time notices * Track contractual correspondence * Review client and subcontractor communications * Identify possible contractual risks * Maintain variation, RFI and delay registers * Prepare draft responses for management approval ### 5. Finance and Invoice Agent * Read supplier and subcontractor invoices * Match invoices to the correct project and trade category * Detect possible duplicate invoices * Compare actual costs against budgets * Apply builder margins and GST calculations * Track outstanding client payments * Prepare weekly cost reports * Prepare monthly actual-versus-budget reports * Send drafts for approval before any financial action ### 6. Procurement Agent * Organise supplier and subcontractor quotations * Compare quotations by scope, price and exclusions * Identify missing items between quotes * Prepare recommendation reports * Track orders, deposits and delivery dates * Maintain procurement schedules * Follow up on outstanding quotations and deliveries ### 7. Document Management Agent * Organise SharePoint and OneDrive project folders * Apply file naming standards * Categorise drawings, invoices, quotes, contracts and correspondence * Identify duplicate or outdated documents * Maintain document registers * Retrieve documents based on project, trade, supplier or date ### 8. Client Reporting Agent * Prepare professional client progress reports * Summarise project costs, progress, risks and upcoming works * Prepare payment and budget summaries * Draft client emails * Convert internal project information into clear client-facing reports * Require human approval before sending any external communication ### 9. Marketing and CRM Agent * Organise leads and client enquiries * Prepare follow-up emails and messages * Categorise leads by location, project type and priority * Assist with CRM updates * Prepare project descriptions and marketing content * Create draft social media and website content * Track follow-up actions ## Current and Proposed Technology Environment The system may use a combination of: * Claude * Claude API * Claude Agent SDK * OpenAI API * Microsoft Azure * Azure Virtual Machines * Azure Container Apps or Azure Functions * Azure Key Vault * Microsoft Entra ID * Microsoft 365 * SharePoint * OneDrive * Outlook * Excel * Teams * MCP servers and connectors * Monday.com * Buildertrend * CRM platforms * Accounting software * Power Automate * Python * TypeScript or JavaScript * Secure databases * Document extraction and OCR tools where necessary We are open to recommendations regarding the final architecture. ## Main Responsibilities The selected developer will be responsible for: 1. Reviewing our current company workflows and administrative systems. 2. Identifying which processes should be automated and which should remain under human control. 3. Designing the overall AI agent architecture. 4. Defining the role, permissions, tools and limitations of each agent. 5. Setting up the Azure environment. 6. Building secure connections to company systems. 7. Creating MCP connectors or API integrations where required. 8. Developing document-processing workflows. 9. Creating approval steps for sensitive actions. 10. Building logging, monitoring and audit trails. 11. Testing the accuracy and reliability of each workflow. 12. Preparing user documentation and staff training. 13. Providing ongoing maintenance and development. 14. Continuously improving the agents based on real company use. ## Important Security Requirements Security is a major priority. The system must include: * Role-based access control * Microsoft Entra ID integration where practical * Multifactor authentication * Secure storage of API keys and credentials * Azure Key Vault or equivalent secret management * Logging of agent actions * Clear approval processes * Restricted access to sensitive financial data * No unrestricted authority to make payments * No automatic sending of major external communications without approval * No deletion of important documents without approval * Separation between test and production environments * Regular backups * Documentation of all access and integrations ## Required Experience Applicants should have proven experience in several of the following: * Building AI agents for real business use * Claude API and Claude Agent SDK * OpenAI API and agent frameworks * MCP server development and MCP connectors * Multi-agent systems * Microsoft Azure architecture * Azure Virtual Desktop or Azure virtual machines * Microsoft 365 integrations * SharePoint and OneDrive integrations * Outlook or Gmail automation * Power Automate * Python * TypeScript or JavaScript * REST APIs and webhooks * Database design * Document extraction * PDF and Excel automation * Secure authentication and permissions * Workflow automation * Audit logging and monitoring Experience in construction, property development, project management, estimating, accounting or contract administration would be highly valuable. ## Expected Deliverables ### Phase 1: Discovery and System Design * Review our current workflows * Identify priority automation opportunities * Prepare a proposed AI agent organisation chart * Prepare a technical architecture * Recommend the software and hosting environment * Prepare an implementation roadmap * Prepare estimated development costs and ongoing costs ### Phase 2: Core Platform * Set up the Azure environment * Configure security and user access * Build the central AI operations manager * Set up document storage and retrieval * Connect approved Microsoft 365 systems * Establish logging and approval processes ### Phase 3: Initial Agents Build and test the first priority agents, likely: * Estimating agent * Invoice and cost-control agent * Project administration agent * Document management agent * Client reporting agent ### Phase 4: Additional Integrations * Monday.com * Buildertrend * CRM * Accounting platform * Supplier and subcontractor systems * Additional Microsoft 365 workflows ### Phase 5: Ongoing Development * Monitor performance * Fix problems * Improve agent accuracy * Add new workflows * Train staff * Maintain integrations * Provide technical support * Continue developing the AI team ## What Success Looks Like The system should eventually help us: * Reduce repetitive administration * Improve cost control * Find project information quickly * Reduce missed follow-ups * Improve the quality of client reporting * Detect invoice and budget errors * Organise project documentation * Standardise company processes * Improve estimating accuracy * Support project managers and administrators * Give management a clear daily overview of the company * Allow the business to grow without increasing administration staff at the same rate ## Type of Engagement We are looking for a long-term relationship. The initial engagement will involve discovery, architecture and development of the first working version. After the initial setup, we expect ongoing monthly work for: * Maintenance * Improvements * New integrations * New AI agents * Staff support * Security updates * Troubleshooting * Workflow development We are open to hourly or milestone-based proposals, but the work must be clearly documented and delivered in controlled stages. ## Application Questions Please answer the following questions in your proposal: 1. Please provide examples of AI agent systems you have built for real companies. 2. Have you worked with Claude, Claude Agent SDK or MCP servers? 3. What experience do you have with Microsoft Azure and Microsoft 365? 4. Have you built multi-agent systems where different agents have separate roles? 5. Have you integrated AI with SharePoint, Outlook, OneDrive, Excel, Monday.com, Buildertrend, a CRM or accounting software? 6. How would you prevent an AI agent from sending emails, changing records or deleting files without approval? 7. How would you store API keys and business credentials securely? 8. How would you create audit logs showing what each agent has done? 9. How would you recommend we divide the project into stages? 10. What would you build first to prove the system works? 11. What information would you need from us during the discovery stage? 12. Are you available for ongoing development and support after the initial system is completed? ## Proposal Requirements Please do not submit a generic AI-generated proposal. Your application should include: * Relevant project examples * Your proposed initial approach * Recommended technology stack * Estimated timeframe by project phase * Hourly rate or milestone pricing * Ongoing support options * Your availability * Your timezone * Whether you work individually or as part of a team Please begin your proposal with the words: **“Construction AI System”** This will confirm that you have read the complete job description. ## Preferred Applicant The preferred applicant will be someone who: * Thinks like a systems architect, not only a programmer * Understands business processes * Can communicate clearly with non-technical managers * Builds secure and maintainable systems * Documents their work properly * Can recommend practical solutions * Does not overcomplicate the system unnecessarily * Is available for a long-term working relationship * Can take ownership while respecting approval and security controls