Experienced Zapier Setup & Workflow Specialist
About Us The Australian Pet Welfare Foundation is a research, education and advocacy organisation working to improve the health and wellbeing of pets, people and their environments. Our work focuses on evidence-based solutions that support communities, reduce shelter and pound intake, and help prevent the euthanasia of healthy and treatable cats and dogs.
We are currently setting up Zapier to improve how our digital systems work together. We already have a clear understanding of what the platform can do and what we need it to do. We are now looking for an experienced Zapier volunteer who can create, test and document the workflows for us.
About the Role We are looking for an experienced Zapier Setup & Workflow Specialist to help us connect key systems, including our CRM, Keela, and our accounting platform, Xero. This role is suited to someone who has used Zapier before in a practical setting and can confidently build and test workflows rather than simply provide general advice.
The initial focus will be on setting up the platform, creating agreed workflows, testing them properly, troubleshooting any issues, documenting what has been built, and training the team so the workflows can be handed over internally.
Key tasks may include:
- Setting up Zapier workflows based on APWF’s identified needs
- Creating and testing automations between Keela, Xero and other relevant platforms
- Building workflows for donor, finance, CRM, website enquiry or administrative processes
- Testing triggers, actions, data transfer and error handling
- Troubleshooting issues quickly and practically
- Reviewing workflows to ensure they are reliable and easy for the team to manage
- Documenting what has been set up, how each workflow works, and any key maintenance steps
- Creating simple process notes or handover instructions for the internal team
- Training relevant team members so they can understand, monitor and manage the workflows after setup
- Advising on practical improvements where needed, while working within the systems and goals already identified by APWF
Skills and experience needed We are seeking someone who has:
- Hands-on experience setting up Zapier workflows
- Confidence building, testing and troubleshooting automations
- Experience connecting CRMs, accounting systems, forms, spreadsheets, donation platforms or email systems
- Ability to understand workflow requirements and translate them into practical automations
- Strong attention to detail, especially around data transfer and testing
- Ability to explain technical processes clearly to non-technical team members
- Ability to document workflows in a clear and practical way
- Ability to work independently and meet agreed timelines
- Experience with Keela, Xero or nonprofit systems would be highly regarded
- A genuine interest in animal welfare and evidence-based change
Why volunteer with us? This is a high-impact opportunity to use your specialist automation skills to help a small animal welfare organisation work more efficiently and sustainably. Your support will help reduce manual administration, improve donor and finance processes, and strengthen the systems that support our research, education and advocacy work.
You will be helping APWF build practical workflows that can save staff time and continue supporting our work well beyond the initial setup period.
Reporting to Business Support Officer
Commitment level Approximately 6–8 hours per week for up to 4 weeks, with flexibility depending on availability and project requirements.
Location Remote / online. Local volunteers may have the option to meet at our Kenmore office in Brisbane.
Search summary The Australian Pet Welfare Foundation is seeking an experienced Zapier specialist to set up, test and document workflows connecting systems such as Keela CRM and Xero. This skilled volunteer role includes workflow setup, troubleshooting, process documentation and team training.