Workflow Automation Specialist

Job Description

We are looking for an experienced Zapier / Workflow Automation Specialist to design and implement an automated integration between our Applicant Tracking System (ATS) and Google Drive.

The objective is to automatically retrieve candidate CVs/resumes from our ATS and organize them in Google Drive according to the company and job vacancy they belong to.

Required Google Drive Structure

The automation should dynamically maintain a structure similar to:

Main CV Archive

Company Name

Job Position / Vacancy

Candidate CVs

The system needs to work across a large number of companies, vacancies, and candidates without requiring a separate automation for every job.

Key Requirements

The automation should:

• Retrieve jobs/vacancies automatically from our ATS through its API/integration.
• Identify the company associated with each vacancy.
• Retrieve all candidates associated with each job.
• Retrieve/download the candidates' CV/resume files.
• Automatically create the appropriate Company and Job folders in Google Drive when required.
• Place each candidate's CV in the correct job folder.
• Handle API pagination, as some vacancies may contain hundreds of candidates.
• Prevent duplicate CV files from being created during recurring synchronization.
• Use a unique candidate identifier from the ATS for reliable duplicate detection.
• Correctly handle candidates who may be associated with more than one vacancy.
• Organize candidates according to the latest date their CV/application was received for the relevant vacancy.
• Ideally use a naming convention such as:
  
  
  

YYYY-MM-DD - Candidate Name.pdf

• Run automatically on a scheduled basis and process new/updated candidates without unnecessarily reprocessing the entire database.
• Include appropriate error handling and logging so failed resume downloads or synchronization issues can be identified.
  
  
  

Technical Skills We Are Looking For

The ideal freelancer should have strong practical experience with:

• Zapier Professional
• REST APIs
• API authentication
• Webhooks
• JSON
• API pagination
• Looping and processing arrays
• Zapier Tables
• Google Drive automation
• Google Drive API
• File downloading/uploading through APIs
• Duplicate prevention / record synchronization
• ATS or recruitment software integrations
  
  
  

Experience building integrations involving ATS platforms, CRMs, recruitment systems, document management systems, or similar SaaS applications would be particularly valuable.

We are open to using Zapier, Webhooks, Zapier Tables, API calls, custom code, or another appropriate technical approach. We are not looking for someone to simply create basic Zaps; we need someone who can design a reliable and scalable workflow.

Initial Proof of Concept

Before implementing the complete system, we would like the freelancer to demonstrate a working proof of concept:

One Company One Job Multiple Candidates CVs automatically retrieved Correct Google Drive folder No duplicates

The test should also demonstrate that the solution can handle a job containing multiple pages of candidates through API pagination.

Once the proof of concept is successful, the solution can be expanded across our complete ATS database.

Final Deliverables

The completed project should include:

• Fully functioning automated workflow(s)
• ATS/API integration
• Google Drive folder automation
• Automated CV retrieval and storage
• Pagination handling
• Duplicate prevention
• Error handling and logging
• End-to-end testing
• Brief documentation explaining the architecture and how to maintain the automation
  
  
  

We will provide the selected freelancer with access to the necessary ATS API/integration documentation and credentials after engagement.

When applying, please briefly describe a similar API/Zapier automation you have previously built, particularly if it involved pagination, file handling, Google Drive, or an ATS/CRM.

We are looking for someone who can take ownership of the technical solution and recommend the most reliable architecture rather than requiring us to design every Zap or API call ourselves.