GoHighLevel (GHL) Systems VA + Project Coordinator (Automation + Conversation AI)

Summary

We’re hiring a builder-operator who can run GHL implementations end-to-end: workflows, pipelines, calendars, forms, tags/custom fields—plus build and maintain conversation AI bots with clean flow logic, safe fallbacks, and proper escalation.

If you are the kind of VA who ships tested + documented systems (not just “set up”), you’ll fit.

What You’ll Own
1) GHL Systems Build (Daily)
- Pipelines/stages + lifecycle logic
- Tags + custom fields + clean naming conventions
- Forms/surveys + lead capture flows
- Calendars + appointment booking workflows (confirmations, reminders, no-show, reschedule)
- Workflows (If/Else logic, wait steps, stop conditions, internal notifications)
- Troubleshooting: misfires, duplicates, missing field mapping, wrong triggers

2) Conversation AI Bot Build (Primary)
-Build structured conversation flows (enquiry ? qualify ? CTA/booking intent ? escalation)
-Maintain knowledge base / training content (clean, organised, easy to update)
-Implement safe fallback rules: unknown info ? escalate + capture details + notify staff
- no guessing, no hallucinations
- Improve flows based on real conversations (drop-offs, confusion points, repeated questions)

3) Project Management (Non-negotiable)
- Convert Loom/voice notes into a task plan (owners, deadlines, dependencies)
- Maintain tracker (ClickUp/Notion/Asana—tool is less important than discipline)
- Weekly delivery updates: Done / Next / Blockers / Decisions needed
- Changelog + handover docs (simple SOP + quick Loom walkthrough)
- Maintain regular communication with clients

4) QA / Testing (Must)
- You test before shipping:
- New lead vs existing lead
- Edge cases (missing fields, random user replies, long delays)
- Stop conditions + duplicate triggers
- Pipeline movement + notifications

Must-Have Skills
- Proven hands-on GHL experience (workflows + calendars + pipelines)
- Strong project coordination habits (trackers, deadlines, clean updates)
- Experience building conversation bots (flow logic + branching + fallbacks + escalation)
- Excellent written English (clear, concise)
- High ownership + detail obsession (testing + documentation)

Bonus Skills (Strong Advantage)
- APIs / webhooks basics (payloads, auth, debugging)
- Make/Zapier/n8n
- WhatsApp-first flow design patterns
- UTM / attribution basics

What “Good” Looks Like (Scorecard)
14 days
- Ship weekly updates with QA + changelog
- Build/refine a bot flow with fallback + escalation logic

30 days
- Run small client implementations end-to-end with minimal supervision
- Reduce back-and-forth by asking the right questions upfront

60 days
- Own multiple active workstreams with stable delivery cadence
- Improve system reliability (fewer errors, fewer misfires, cleaner logic)

KPIs (How You’ll Be Measured)
- On-time delivery rate
- % changes shipped without rework/bugs
- QA evidence per release (test notes/screenshot/loom)
-Bot accuracy + reduction in “unknown” failures
-Communication clarity and reliability

NOT a Fit If…
- You need constant prompting
- You build without testing
- You dislike documentation/trackers
- You guess when you’re unsure instead of escalating

How to Apply (Follow Exactly)

Subject line: GHL-OPS-READY

Include:
- Your weekly availability + timezone
- Your GHL experience (years + what you’ve built)
- Proof of work (at least ONE):
- Loom walkthrough of a workflow/bot you built, OR
screenshots of workflows (blur client names), OR
a sample SOP/changelog you wrote

Answer these 3 questions (bullet points):
- You receive a 12-min Loom of requirements. How do you turn it into tasks and ship safely within 48 hours?
- workflow fires twice. List likely causes + your debug steps.
- A user asks the bot something not in the knowledge base. What do you reply, and what do you log internally?