Position: CRM & OPERATIONS SPECIALIST – GOHIGHLEVEL

Salary range: Php 65,000/month (The final amount will be at the the client discretion basing on the candidate’s skills and experience.)

Working Hours: Following AU business hours initially at 20hours per week but will progress to full time

Work set-up: 100% Remote work under Independent Contractor Agreement

Holidays: TBD

Recruitment process: possible multiple client interviews and an assessment

About the Company & Role

We are working with an established Australian professional services business that supports clients through complex business acquisition, ownership, and exit-related processes. The company operates in a detail-sensitive environment where accurate information, organised systems, confidentiality, and professional communication are essential. We are looking for a CRM & Operations Specialist with strong GoHighLevel experience to take ownership of the CRM and help improve the systems and processes that support leads, clients, and business operations. This is a hands-on role that combines CRM administration, workflow automation, data management, pipeline tracking, document organisation, and operational support. The ideal candidate is highly organised, technically capable, detail-oriented, and confident working directly with a business owner while managing changing priorities and taking ownership of tasks from start to completion.

Key Responsibilities

CRM & GoHighLevel Management

• Manage the day-to-day GoHighLevel CRM environment.
• Build, maintain, and optimise workflows, triggers, conditions, and automated actions.
• Create and manage pipelines, opportunity stages, tags, and custom fields.
• Build forms, landing pages, and other CRM assets.
• Configure automations for lead management, follow-ups, client onboarding, and internal processes.
• Maintain accurate contact, company, opportunity, and activity records.
• Identify inefficient CRM processes and recommend practical improvements.

Workflow Automation & Testing

• Translate business requirements into reliable automated workflows.
• Map workflow triggers, conditions, actions, exceptions, and expected outcomes.
• Thoroughly test workflows before activation.
• Check links, forms, fields, messages, timing, conditions, and routing logic.
• Monitor active workflows for errors or unintended outcomes.
• Troubleshoot broken triggers, incorrect field updates, and automation conflicts.

Data Management & Quality Control

• Prepare and clean data before CRM imports or migrations.
• Standardise and validate contact, company, and opportunity information.
• Identify and remove duplicate records.
• Map source fields accurately to the appropriate CRM fields.
• Identify missing, inconsistent, outdated, or incorrectly formatted data.
• Conduct sample imports and quality checks before larger data uploads.
• Maintain clear records of data changes and import decisions.

Pipeline & Operations Support

• Maintain accurate pipelines for prospects, clients, and business opportunities.
• Ensure pipeline stages accurately reflect current status.
• Create and maintain tasks, reminders, and follow-up actions.
• Identify stalled records, missing next steps, and incomplete information.
• Support reporting on leads, clients, opportunities, and operational progress.
• Keep dashboards and operational views organised and current.

Client Communication & Documentation

• Draft professional client emails, follow-ups, reminders, and operational correspondence.
• Produce polished first drafts requiring minimal editing.
• Proofread communications for grammar, accuracy, formatting, names, dates, figures, and links.
• Maintain templates for recurring communications.
• Organise client and operational documents using SharePoint and OneDrive.
• Prepare professional reports, presentations, and other client-facing materials using Word, PowerPoint, or Canva.

Founder & Process Support

• Work directly with the Founder/Business Owner to clarify priorities and expected outcomes.
• Track assigned tasks, outstanding actions, and paused work.
• Adapt to changing priorities without losing track of ongoing work.
• Follow up when information, approval, or decisions are required.
• Identify bottlenecks, repeated errors, and unnecessary manual processes.
• Create and maintain SOPs, checklists, and operational workflows.
• Recommend improvements that increase accuracy, efficiency, and visibility.

Tools & Systems

• GoHighLevel (GHL)
• CRM / Marketing Automation Platforms
• SharePoint
• OneDrive
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Canva
• Email, Calendar & Online Meeting Platforms
• Spreadsheet and Data-Cleaning Tools

Requirements

What We're Looking For

• 4–6 years of relevant professional experience in CRM, automation, operations, administration, or a related field.
• Hands-on experience building and maintaining workflows in GoHighLevel or a comparable CRM/marketing automation platform.
• Strong understanding of workflows, triggers, conditions, pipelines, tags, custom fields, forms, and landing pages.
• Proven experience with data cleaning, deduplication, validation, and field mapping.
• Excellent written and verbal English communication skills.
• Ability to produce professional, client-ready communications with minimal editing.
• Experience working in a detail-sensitive, client-facing environment.
• Experience with SharePoint and/or OneDrive, including folder structures and permissions.
• Strong attention to detail and a consistent habit of checking work before completion.
• Ability to understand the downstream impact of CRM, data, and automation changes.
• Comfortable managing changing priorities and working independently.
• Confident working directly with a Founder or Business Owner.

Nice to Have

• Direct GoHighLevel administration experience.
• Background in business services, finance, accounting, legal, insurance, professional services, business broking, or other transaction-focused environments.
• Experience working with complex or multi-stage client journeys.
• Experience creating SOPs and operational workflows.
• Experience using Canva, PowerPoint, and Word to create polished business documents.
• Previous experience reporting directly to a Founder or business owner.