Virtual Assistant: CRM & Automation Specialist

Role Description

We are building a pool of highly capable CRM & Automation Specialists to support businesses in managing, optimizing, and maintaining their customer relationship management systems and basic automation workflows. This role is focused on ensuring that CRMs are properly structured, updated, and optimized to support sales, marketing, and operational workflows. You will also assist in building and maintaining simple automations that improve efficiency across business systems. You will work closely with sales, marketing, and operations teams to ensure that systems are functioning correctly and data flows smoothly across tools.

Key Responsibilities

• CRM Management & Optimization
  • Set up, maintain, and update CRM systems such as GoHighLevel, HubSpot, Salesforce, or similar platforms
  • Ensure pipelines, contacts, and deal stages are properly structured and organized
  • Maintain clean and accurate CRM data across all records
  • Monitor system usage and ensure consistency across teams
• Workflow & Pipeline Management
  • Build and maintain structured pipelines for leads, deals, and customer journeys
  • Ensure leads are properly tracked through each stage of the CRM
  • Update deal statuses and ensure accurate reporting visibility
  • Support optimization of sales and marketing workflows within the CRM
• Automation Setup & Maintenance
  • Assist in building and maintaining basic automation workflows within CRM or connected tools
  • Support trigger-based actions such as follow-ups, notifications, and pipeline updates
  • Ensure automations are functioning correctly and troubleshoot basic issues
  • Maintain documentation of workflows and system logic
• Systems Integration Support
  • Assist in connecting CRM tools with other platforms (forms, landing pages, email systems, etc.)
  • Ensure data flows correctly between systems
  • Support basic integration troubleshooting and updates
  • Help maintain consistency across connected tools
• Data Integrity & Reporting Support
  • Maintain clean, structured, and accurate CRM data
  • Assist in generating reports related to leads, sales activity, and pipeline performance
  • Identify inconsistencies or missing data and correct or escalate them
  • Support visibility into system performance and usage
• Technical Operations Support
  • Assist internal teams with CRM-related issues or questions
  • Implement system updates based on client requirements
  • Support ongoing improvements to workflows and operational systems
  • Ensure CRM best practices are consistently followed

Scope Flexibility (Important)

This is a pooled role. While the core responsibilities above remain consistent, specific tools, automation systems, and workflows may vary depending on the client you are assigned to. You may be placed in roles supporting:

• Sales-driven organizations using CRMs for pipeline management
• Marketing agencies managing multi-client CRM systems
• Service-based businesses with automated client onboarding flows
• Membership or subscription-based platforms

Candidates who demonstrate strong performance may be considered for more advanced automation or systems-focused roles over time. Once matched, you will be onboarded into a specific client environment with a clearly defined CRM structure, automation setup, and system expectations. Depending on client requirements and role allocation, some placements may operate on reduced or adjusted weekly hours. Final workload and schedule will be confirmed during client matching and onboarding.

Qualifications

• Experience working with CRM systems such as GoHighLevel, HubSpot, Salesforce, or similar platforms
• Strong understanding of pipelines, workflows, and customer journey mapping
• Basic knowledge of automation principles (triggers, actions, sequences)
• High attention to detail and system accuracy
• Strong problem-solving and analytical thinking skills
• Experience in CRM administration or systems support roles is highly preferred

Requirements

• Tech Stack Familiarity (Preferred)
  • CRM Platforms (GoHighLevel, HubSpot, Salesforce, Pipedrive, or similar)
  • Automation Tools (Zapier, Make/Integromat, or built-in CRM automations)
  • Form Builders / Landing Pages (Typeform, Webflow, WordPress, or similar)
  • Communication Tools (Slack, Zoom, email systems)
  • Google Workspace / Microsoft Office
  • Basic understanding of APIs or integrations is a plus

Work Ethic

• Highly detail-oriented with strong system discipline
• Analytical and structured in thinking
• Reliable and consistent in execution
• Proactive in identifying system issues or inefficiencies