Systems and Admin Virtual Assistant (Go High Level, Estimates, Systems Support)

MUST HAVE: EXPERIENCE MIGRATING FROM ONE PROGRAM TO ANOTHER(We are transitioning from one CRM into Go High Level and need to ensure accuracy).

Company:
The WaitStaff Team — Portland Metro’s leading event service staffing company.

About Us(What does the company do):
The WaitStaff Team fills the service gaps in catering. We provide professional event servers, buffet attendants, busers, bartenders, and cooks for events where food is supplied, but additional service support is needed.

Internally, we run a fast-moving operation powered by multiple systems, including a CRM(Pipedrive changing to Go High Level), a workforce management software(RoostedHR changing to Ubeya), Microsoft 360 for emails and file storage, Website on WordPress(Going live with a new site in 1 to 2 months), Zoom, proprietary quoting tools, and QuickBooks.

We are transitioning three major internal systems, (CRM, Workforce Management, and our quoting software) so we need a VA who is exceptionally organized, adaptable, and excited to help us build structure during this integral shift in operations.


Position Overview:

We’re seeking a highly organized, proactive Virtual Assistant who can help us:

- Migrating out of current softwares and ensuring all data is ported correctly

- Create Go High Level automations for email flows, deal pipelines, and client journeys

- Continuously be looking for automation opportunities and wasy to keep manual entry to a minimum

- Enter data with precision

After migration and automations are completed, we will be looking for longer term help in the following:

- Support us in documenting and evolving SOPs as our systems change

- Assist with invoicing using QuickBooks & internal tools

- Build custom estimates using our SOPs

- Update WordPress pages using templates

- Continue creating automations as needed to get simplify our systems.


This role is perfect for someone who thrives on structure, loves improving processes, and takes initiative without waiting for constant instruction.


Key Responsibilities

Program Migrations (High Skill):

- Creating migration plans

- Mapping data fields, ensuring all data points are accurate in all programs

- Going live and successfully departing from previous programs

Automations (Medium Skill):

- Build Go High Level workflows (email, pipelines, follow-up sequences)

- Help streamline our client-handling process from lead, quote, booked, event, and invoicing

Estimating (Moderate Skill):

- Build client estimates by following SOPs and copying prompts into our quoting tool

- Ensure accuracy and consistent formatting

Data Entry (Low Skill):

- Input client and event details reliably

- Double-check for completeness

Website Updating (Medium Skill):

- Duplicate or create WordPress pages using templates

- Update content and maintain consistent formatting/styling

Invoicing (Low–Medium Skill):

- Build invoices using QuickBooks and internal tools

- Ensure all line items are correct

- Send payment requests through our online portal


Who You Are

- A self-starter who takes initiative before being asked

- Thrives in fast-moving environments and ambiguous transitions

- Has strong written communication (advanced to native level)

- Detail-oriented — you never skip steps or deviate from checklists

- Able to organize chaos into a clear, linear workflow

- Confident enough to make decisions without needing constant approval

- Proactive communicator who reaches out before things become a problem

- Tech-forward: enjoys learning new systems and building automations


Requirements

- Strong computer literacy

- Experience migrating from one program to another(preference for specific experience with either Pipedrive or Go High Level)

- Experience with Go High Level (or similar CRM automation systems)

- Strong English writing ability

- Able to work 20 hours per week and up to 40 as work is available

- Can complete assigned tasks within 24 hours during weekdays

- Able to overlap with U.S. hours as needed for communication

- Comfortable helping create, update, and maintain SOPs


Compensation

- $6–$10 per hour, depending on experience


How to Apply

Submit the following:

- A short intro about why you’re a fit

This could be:
- A link to a Loom video (2–3 minutes) describing a project where you improved a workflow or built an automation

- Examples of Go High Level or other automation work (if available)