CRM & Operations Specialist (GoHighLevel) - Part time

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.

Work arrangement
No