What Automation Specialists Actually Do (Beyond Connecting Apps)

Long gone are the days when an automation specialist simply wired one app to another and called it a day. Today automation specialists in remote teams design, build, and maintain the systems that run critical operations end-to-end. They solve messy real-world problems (data quality, error handling, compliance, scaling) and more. 

This article explains what an automation specialist does day-to-day, how that differs from an automation engineer or a workflow operator. 

Who is an automation specialist?

An automation specialist (also called a business automation specialist or operational automation expert) is a cross-disciplinary practitioner who maps business processes, designs automation architecture, implements automation tools and AI where appropriate, and operates those systems in production. 

Unlike a tool operator who assembles point-to-point workflows, the automation specialist thinks in systems, data flows, error modes, monitoring, governance, and business outcomes.

Then comes the next question;

What does an automation specialist do?

Automation Specialists act as the bridge between human and machine. Real automation roles and responsibilities typically include:

• Process discovery & mapping. They work with stakeholders to document how work actually happens, identify bottlenecks, and quantify the ROI of automation candidates.
• Architecture & design. They design automation systems, defining the logic, data contracts, retry and fallback strategies, SLAs, and security controls.
• Build & integrate. They implement integrations across CRMs, HR systems, data lakes, monitoring platforms, and AI/ML models, choosing the right automation tools and custom code where necessary.
• Test & validate. They test automations with real data, run edge-case scenarios, and validate outcomes with business owners.
• Operate & maintain. They monitor pipelines, debug failures, tune models, and perform incident response so automations are resilient in production.
• Scale & optimize. As usage grows, they re-architect bottlenecks, add observability, and improve cost-efficiency.
• Governance & compliance. They ensure automations meet regulatory and security requirements and build controls for auditability.

Automation specialist vs automation engineer: what’s the difference?

An automation specialist focuses on business workflows, designing automation around real operations, data flows, and outcomes, and bridging operations, product, and IT teams. An automation engineer is more engineering-focused, building the technical infrastructure, code, and systems that automation runs on. While their emphasis differs, both roles require strong technical expertise.

Automation vs workflow automation: why the differentiation matters

“Workflow automation” commonly means automating individual sequences of tasks (e.g., form to approval to notification). Though this works, its limited. 

Business automation covers the broader ecosystem including data ingestion, validation, cross-system orchestration, human-in-the-loop decision points, model inferences, observability, and recovery. Gartner’s hyperautomation concept recognizes that modern automation is business-driven and disciplined, aimed at automating many business and IT processes holistically rather than only individual workflows. 

Real Examples of Business Automation Systems

Have you come across a recruitment system that ingest resumes, score candidates using machine learning or LLMs? This is a real-world example of how automation specialists automate an entire phase of a hiring workflow. Generally these systems do more than sorting CVs. They automate interview scheduling, collect interviewer feedback, and maintain compliance logs. These systems reduce hiring time while keeping decisions traceable and auditable. 

7 Core Skills of an Automation Specialist

Deloitte research shows organizations are increasingly focused on skill partnerships, people working with intelligent automation rather than being replaced by it. That’s why skills of an automation specialist are no longer negotiable. 

• Systems thinking & process design. Seeing end-to-end flows and failure modes.
• Data literacy. Defining data contracts, handling missing or messy data.
• Scripting/programming. Enough to build robust integrations and wrap APIs.
• AI/ML tooling awareness. Understanding when to use models, how to validate outputs, and how to add human checks.
• Monitoring & incident management. Observability, alerting, and playbook creation.
• Security & compliance. Access controls, encryption, and audit trails.
• Stakeholder communication. Translating technical constraints into business outcomes.

Why businesses hire automation specialists

A recent Mckinsey survey identified the rapidly growing adoption of automation across major global markets. 

Businesses hire automation specialists because systems-led automation delivers real, scalable ROI. By reducing manual work and errors, automation lowers costs, speeds up operations, and improves customer experience. 

Conclusion

If your team measures automation by a growing list of one-off integrations, you’ll hit brittle scaling limits. Automation specialists bring the systems perspective, designing resilient, observable, and governed automation that lets businesses scale without chaos. For AI-first companies like ApexAI, the difference between “ workflows that sometimes work” and “automations that run the business” is worth hiring for.