Head of Digital & Systems (m/f/d)

Company: GBS Arbeitsschutz GmbH

Location: Germany (Remote work possible)

About the Role:

GBS Arbeitsschutz GmbH, a well-established service provider in occupational safety, fire protection, and occupational medicine, is seeking a Head of Digital & Systems to advance its internal processes and systems. You will step into a modern system landscape built on HubSpot, Microsoft 365, n8n, and AI-powered applications. The goal is to develop an integrated operating system that connects processes, automates information delivery, and supports teams in their daily tasks, ensuring a seamless, traceable, and scalable workflow across all customer and internal processes.

Your Mission:

You will be responsible for technically integrating, operating, and continuously developing the existing systems. You'll ensure data flows are functional, automations run reliably, and new requirements are efficiently integrated. This role sits at the intersection of processes, automation, and AI, requiring both conceptual development and operational implementation.

Your Tasks:

System Setup & Integration:

• Build and enhance the system landscape (HubSpot, Microsoft 365, n8n, specialized systems).
• Ensure stable data and process flows between all systems.
• Further develop HubSpot as a central platform (workflows, reporting, APIs, data models).
• Ensure data quality and process standardization.

Process Automation:

• Identify and automate manual, recurring tasks.
• Build end-to-end workflows to reduce media breaks.
• Develop and maintain automations in n8n or comparable tools.

AI Integration into Operational Processes:

• Implement a GDPR-compliant AI assistant system (EU hosting required).
• Utilize AI in documentation, reporting, and operational processes (e.g., inspections, safety assessments).
• Build an internal knowledge base and structured prompt/usage templates.
• Evaluate and integrate new AI technologies.

Knowledge System & Enablement:

• Develop and enhance a structured playbook and knowledge platform within Microsoft 365 / SharePoint.
• Create standardized processes and templates for recurring workflows.
• Support the introduction of AI-assisted working methods within the company.

Architecture & Technology Responsibility:

• Overall responsibility for the technical architecture (Build, Run, Improve).
• Contribute to strategic technology decisions (e.g., AI platform, ERP system).
• Manage external development partners.

Your Qualifications:

• Completed degree or apprenticeship in Informatics, Business Informatics, IT, or a comparable field; career changers with relevant practical experience are welcome.
• Ideally, experience in building or operating system and process landscapes in a B2B environment.
• Very good practical experience with HubSpot (Admin-level: workflows, properties, reporting, APIs).
• Experience with Microsoft 365 / Power Platform (Power Automate, SharePoint).
• Experience with automation platforms like n8n, Make, or Zapier.
• Understanding of API-based integrations and data architectures.
• Practical experience using AI in business processes.
• Proficient in handling GDPR requirements in cloud and AI systems.
• Structured, solution-oriented, hands-on work approach.
• Ability to explain technical contexts clearly.
• Knowledge of Python/scripting languages for automation, Microsoft Graph API/SharePoint development, and experience with field or data collection systems (e.g., SMAPone, Foxtag) are advantageous.

Benefits:

• Opportunity to build a complete digital operating system with direct company impact.
• Permanent full-time employment contract with 30 days of vacation.
• Flexible working hours and regular remote work opportunities.
• Market-competitive salary with a performance-based component.
• Direct collaboration with management, short decision-making paths.
• Full decision-making freedom within strategic guidelines.
• Modern, cloud-based tool landscape (HubSpot, Microsoft 365, n8n, AI tools).

Application:

In your application, please provide a brief assessment of the first concrete automation step you would tackle at GBS and why.