GHL Operations & Systems Assistant Required

Job Title

GoHighLevel (GHL) Operations & Systems Assistant – Part-Time / Remote

About the Role

We are looking for a highly organized, tech-savvy Operations & Systems Assistant who has hands-on experience with GoHighLevel (GHL) and can help organize, document, maintain, and improve our internal systems.

This is not just a basic data-entry VA position. We need someone who can understand how a business operates, take information that may currently be scattered or manual, and help turn it into a clean, repeatable system.

You should be comfortable receiving a process, understanding how it works, documenting it, building the tracking around it, and helping us make sure it is actually being followed.

Primary Responsibilities

GoHighLevel (GHL)

* Manage and organize our GoHighLevel CRM
* Enter, update, and maintain client and lead information
* Build and organize pipelines and opportunity stages
* Move contacts through the correct pipeline stages
* Create and manage tags, custom fields, lists, and workflows
* Maintain accurate contact records
* Clean up duplicate, outdated, or incorrectly entered information
* Help build basic GHL automations and workflows
* Test workflows to ensure they are functioning correctly
* Identify gaps or problems inside the CRM
* Maintain consistent CRM organization
* Create reports or dashboards when needed

SOP Creation & Documentation

* Turn verbal instructions, videos, Loom recordings, and existing processes into clear SOPs
* Create step-by-step instructions that another team member can easily follow
* Organize SOPs into a central system
* Update SOPs whenever processes change
* Create checklists for recurring responsibilities
* Document who is responsible for each process
* Help eliminate processes that currently depend on someone remembering what to do
* Identify missing steps or unclear responsibilities

KPI & Performance Tracking

* Build and maintain KPI trackers
* Track weekly and monthly performance
* Maintain metrics for areas such as:
* Lead outreach
* Conversations
* Conversions
* Instagram leads
* Referrals
* Client extensions
* Upgrades
* Reactivations
* Client compliance/status
* Calculate and track conversion percentages
* Keep KPI information updated and accurate
* Create simple weekly summaries for management
* Identify missing or inconsistent data
* Help create a clear Red / Yellow / Green tracking system where appropriate

Operations & Systems

* Help organize our backend operations
* Turn repetitive tasks into repeatable systems
* Create operational checklists
* Help establish daily, weekly, and monthly workflows
* Track whether important tasks have been completed
* Identify bottlenecks, missing information, or broken processes
* Recommend ways to simplify existing systems
* Help reduce unnecessary manual work
* Keep systems organized as the business grows
* Follow up with team members when required information is missing

Data Management

* Perform accurate data entry
* Maintain spreadsheets and trackers
* Cross-check information between GHL and other systems
* Organize client and lead records
* Audit information for errors or missing data
* Maintain clean and reliable databases
* Create simple reports from existing data

Required Skills

* Hands-on GoHighLevel experience
* Strong Google Sheets or Excel skills
* Experience creating SOPs
* Experience with KPI tracking and reporting
* Strong attention to detail
* Excellent organizational skills
* Comfortable learning new systems quickly
* Ability to follow instructions without constant supervision
* Ability to troubleshoot basic system/process issues
* Strong written English communication
* Comfortable working from Loom/video instructions
* Reliable internet and computer
* Ability to meet deadlines consistently

Strongly Preferred

* Previous experience supporting an online coaching, fitness, consulting, or service-based business
* Experience building GHL workflows and automations
* Experience with Zapier or similar automation tools
* Experience creating dashboards
* Experience improving business processes
* Experience working directly with a founder, manager, or operations lead
* Ability to spot problems and suggest solutions instead of waiting to be told every step

The Person We Want

We want someone who:

* Is extremely organized
* Pays attention to small details
* Takes ownership of their work
* Asks intelligent questions when something is unclear
* Does not need to be reminded repeatedly
* Can take a messy process and make it organized
* Thinks in terms of systems, processes, accountability, and efficiency
* Communicates quickly when there is a problem
* Is comfortable being held accountable to deadlines and KPIs
* Wants a long-term position if the working relationship is successful

Initial Schedule

* Part-time
* Approximately 10–20 hours per week to start
* Remote
* Opportunity for additional hours and responsibilities based on performance

When Applying, Please Answer These Questions

1. Tell me specifically what you have built or managed inside GoHighLevel. Do not just tell me that you have “experience with GHL.” Give me examples of pipelines, workflows, automations, dashboards, or systems you personally created.
2. Imagine I give you a Loom video explaining a messy manual process involving GHL, Google Sheets, KPIs, and team follow-up. Walk me through exactly how you would turn that into a documented, trackable system that another employee could follow without needing me.

Please also include:

* Your hourly rate
* Your weekly availability
* Your time zone
* How many hours you can commit each week
* Examples/screenshots of GHL systems, SOPs, dashboards, or KPI trackers you have previously created, if available

Important: Please begin your application with the words “SYSTEMS FIRST” so we know you read the entire job description.