Full-Time Virtual Assistant – GoHighLevel Operations & Client Success Manager

ABOUT US
We’re a U.S. lesson-based sports instruction Lesson service that now runs exclusively on GoHighLevel (GHL). All scheduling, payments, automation, and reporting live inside one GHL sub-account. The owner will be working full-time at Oak Crest Day Camp (Jun 24 – Aug 15), so we need a self-driven GHL expert who can run the entire back office hands-free.

CORE RESPONSIBILITIES (95% INSIDE GHL)

-Lead Capture & Funnels
Build / update landing pages, forms, chat widgets. Route new leads to the correct pipeline, trigger automated nurture e-mails & SMS.
-On-Boarding & Payments
Use GHL Calendars + Stripe to:
• send booking links
• collect payment plans or “package” products
• auto-apply tags, start lesson reminders.
-Scheduling & Attendance
Maintain instructor calendars, remind them of lessons daily; reschedule on request. After each lesson, fire a one-click “Mark Attended” workflow that deducts a credit from the client’s Package Custom Field.
-Package & Renewal Automation
Watch credit-balance automations. When credits ? 2 trigger Renewal offer; auto-charge stored card (Stripe Customer Portal) or send payment link.
-Client & Instructor Communication
Reply to all GHL Inbox channels (SMS, FB/IG DMs, WhatsApp). Post quick updates to Instagram via GHL Social Planner. Escalate urgent issues to the owner via Slack
-Reporting & Transparency
Every Monday 10 am ET send a Google Sheet / PDF via GHL with:
• New leads & conversion rate
• Active vs. expiring packages
• Revenue collected
• Support tickets closed
• Client NPS / feedback highlights
-Automation QA
A/B-test subject lines, check trigger logs for failures, keep workflows tidy and labelled.
-Owner Proxy Tasks
comp 1 credit for goodwill if Instructors don't attend, approve reschedules outside policy when warranted.

BONUS Opportunity:
Marketing outreach (Reaching out to families on Instagram and Facebook groups to sign up)
10 New clients per month = $150 Bonus Pay

DAILY CHECKLIST
Inbox Zero (GHL Conversations).

Confirm today’s lessons; alert any instructor lacking “Attended” tag by EOD.

Run the Credit Low smart-list ? send renewal workflow.

Review Stripe failed-payment list; retry or SMS client.

Post “Story of the Day” reel using Canva template (optional but preferred).

KPIs
First reply time: ? 2 hours (business hrs)
Attendance logged correctly: 100 %
Package renewals captured ? 90 ?fore last credit used
Weekly report on time 100 %
0 Missed Lessons (client shows up but Instructor was not reminded)
10 New Clients Monthly