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Help Build the Brain of a Premium Video Company


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Concept Introduction

I recorded this short video to give you the bigger picture and vision for what I'm after achieving.

Ps - ignore the view count. I originally posted an ad on UpWork, but the freelancers on there simply don't have what it takes.

Help Build the Brain of a Premium Video Company


Strategic automation & AI systems for operations, production, and scale

We’re looking for a strategic-minded development partner — ideally a boutique automation team (2–5 people) — to help us build and evolve the internal operating system behind Story Hero: a premium B2B video production company based in the UK.

This isn’t a quick “set up n8n / Make scenario” job. It’s a rare opportunity to co-build something deep and lasting — with a founder who understands systems, comes with full specs, and wants to move fast with the right people.


What We’re Building


Think of it like this:

An intelligent, central operating system that quietly runs a content production company — managing logistics, nudging people at the right time, automating paperwork, building knowledge graphs, tracking budgets, and generating custom documents with AI.


We call it Hero Hub — and it powers:

  • Lead capture and qualification
  • Automated contracts and compliance
  • Guest and client-facing portals
  • Budgeting, asset tracking, and deadline nudging
  • Crew logistics, onboarding, and risk assessments
  • AI-powered knowledge management and content generation
  • Eventual PPC campaign automation (triggered by production activity)
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Everything is already specced. Everything has clear logic and a real-world use case. You’re not inheriting chaos — you’re activating clarity.

Why This Is Different (and Cool)

  • You’re not just automating a sales funnel — you’re helping run an entire business
  • Every automation replaces actual manual work that’s currently being done
  • You’ll be working with a founder who understands systems thinking and can give clear direction
  • The first stage is already fully specced, but the system will continue evolving — and we’re looking for a true collaborator
  • If you enjoy complexity that pays off, you’ll enjoy this build

What We Do

Here's an example of the type of work that we do - we film these worldwide.


The First Task: Knowledge Hub Ingestion Engine

We’d like to begin with a well-defined project: building our Knowledge Ingestion Engine.

This system will allow us to upload key internal documents (specced in GPT chat) into a structured knowledge base. The goal is to enable future GPT prompts to reliably access and reference these materials — producing accurate, on-brand “truth” documents every time.


We’ll supply:

  • GPT-exported source docs
  • Folder structures and doc types
  • Ideal output examples
  • Clear objectives and constraints


This is a great test of your team’s ability to take strategic input and execute efficiently, with clean architecture. A strong result here opens the door to the full Hero Hub build and long-term development work.


Tech & Tools


You’ll work with:

  • n8n or Make.com (deeply branched scenarios and GPT-structured logic)
  • Notion API (for document storage, structure, and retrieval)
  • OpenAI (GPT-4) (document generation, parsing, summarising)
  • Airtable (core database layer and tracking logic)
  • Slack, Google Drive, Filemail, Frame.io, Xero, Dext


​You should bring strong experience with:

  • API calls, JSON handling, and Make modules
  • Regex and conditional logic
  • Python and/or JavaScript (where Make needs custom logic or transformation)
  • Architecting scalable systems (modular, documented, reusable)



Inside Hero Hub: The Vision in Full
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Hero Hub isn’t just a workflow tool. It’s a centralised, intelligent command system designed to run and scale every part of a high-performing B2B media company — replacing the need for generic SaaS platforms with a fully owned, integrated system tailored to how we operate.


At full scale, Hero Hub will act as:

  • A lead generation and qualification engine, tied to active campaigns, automated follow-ups, and intelligent status tracking
  • A production management dashboard that dynamically tracks crew availability, risk assessments, shoot confirmations, and compliance
  • A client success hub that handles onboarding, approvals, asset delivery, and case study licensing — with portals tailored by role
  • A finance bridge that connects Xero, Revolut, and project timelines for real-time budget tracking and automated expense tagging
  • A smart document ecosystem, powered by GPT-4, capable of generating, summarising, and maintaining hierarchical specs and SOPs
  • An internal knowledge base and logbook, queryable by AI, that lets me and the team retrieve the source of truth on any system or process
  • A PPC trigger engine, capable of launching fully localised ad campaigns based on internal activity (e.g., when a new guest interview is shot)


This is not a monolith — it’s a modular system that will evolve. But it’s being built on a foundation of rigorous specification, clean logic, and a deep understanding of what actually drives operational efficiency.


The vision is to eventually build a system so good that it becomes a product in its own right — but for now, it’s our secret internal weapon for scale, consistency, and control.

About You / Your Team


You’re not just technical — you’re a systems thinker who thrives on turning chaos into clean, scalable architecture.
​

You’ve likely built dozens (if not hundreds) of workflows, frameworks, or client systems — and you’ve probably already shared many of them with the world.


You work well with sharp, founder-led clients who bring clear specs, real use cases, and the drive to build something that lasts. You value clarity, autonomy, and collaboration over bureaucracy or micromanagement.


Whether you’re a solo expert or lead a boutique team, what matters most is your ability to architect smart solutions and bring a sense of ownership to your work.


Working Together


We’d like to begin with a clearly scoped, fixed-fee starter project — building the Hero Hub Knowledge Ingestion Engine (details above). It’s a focused but meaningful build that gives us both a sense of how we work together.


From there, we’re looking for an ongoing development partner — someone who enjoys shaping evolving systems, not just delivering finished tasks.


We work async, respect your time zone, and prioritise clarity over urgency. This is not about micro-deliverables — it’s about building a fully integrated internal platform with long-term impact.

Let's Start The Conversation


If this resonates, I’d love to hear how you might approach the first project.


Please share:

  • A quick overview of how you’d tackle the Knowledge Ingestion Engine
  • A fixed-fee or ballpark estimate for the first phase
  • Your availability (timezone, bandwidth)
  • Anything you’d need from me to scope things properly


You can reply with a Loom or just a message — I’m open to whatever format helps you communicate clearly.
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Thanks again for the work you’re putting out into the world. I hope this could be a fun and rewarding build to be part of.


Best Regards,

James Rostance

Founder, Story Hero