Go High Level Expert

Company: True Aesthetics
Position: CRM & Growth Operations Specialist
Department: Revenue Operations
Employment Type: Contract, Part-Time
Location: Remote (Philippines preferred)
Compensation: $10/hour
Schedule: 4 hours/day, 5 days/week (80 hours/month)
Reports To: Operations Manager

ABOUT TRUE AESTHETICS
True Aesthetics is building the future of medical aesthetics. We are scaling a national network of independent, best-in-class clinics while creating trusted consumer brands that make aesthetic and wellness care simpler, more transparent, and more accessible.
Our flagship program, TrueTox, is redefining how patients experience injectables through a flat-fee membership model that replaces unpredictable per-unit pricing with consistent, full-face treatment plans delivered by board-certified providers. Powered by performance marketing and proprietary operational infrastructure, we acquire and retain thousands of consumer members while driving sustainable growth for our provider network.
We are a high-growth, founder-led company partnering with premier medical aesthetic clinics across the country. As we scale from early-stage disruptor to category-defining enterprise, we are obsessed with operational excellence, financial discipline, and exceptional execution. Every role at True Aesthetics directly contributes to building the most trusted, scalable platform in aesthetics and wellness.
POSITION SUMMARY
We are seeking a highly technical, process-driven CRM & Growth Operations Specialist to serve as the operational backbone of our revenue technology infrastructure. This role combines deep GoHighLevel CRM expertise with broader technical support capabilities to ensure our marketing automation, data systems, and digital properties run flawlessly.
Primary Focus (80%): Build, maintain, and optimize GoHighLevel CRM workflows, automations, and API integrations. Manage AP2 clinic registrations and credentialing workflows.
Secondary Focus (20%): Provide technical support for website updates, ecommerce platform optimization, and API troubleshooting across our technology stack.
This is a mission-critical role where your technical expertise, automation skills, and systematic problem-solving directly impact our ability to scale operations, convert leads, and deliver seamless experiences for both consumers and clinic partners.
KEY RESPONSIBILITIES
PRIMARY: GoHighLevel CRM Management (50%)
Workflow & Automation Engineering:
- Design, build, and optimize complex multi-step automation workflows in GoHighLevel
- Optimize sophisticated Conversational AI, webhooks, trigger-based sequences for lead nurture, appointment reminders, and follow-ups
- Develop conditional logic workflows that route leads based on qualification criteria, geography, and behavior
- Build API-triggered automations that connect GoHighLevel to external systems
- Implement A/B testing frameworks within automation workflows
- Monitor workflow performance metrics and optimize for conversion rates
- Troubleshoot automation failures and implement error-handling protocols
- Document all workflows with detailed logic maps and business rules

CRM Data Management & Pipeline Operations:
- Maintain 95%+ data accuracy across all contact records and pipeline stages
- Monitor all leads entering the CRM daily and ensure proper routing within 24 hours
- Clean and deduplicate contact records using systematic protocols
- Standardize data entry formats, custom field values, and tagging conventions
- Audit pipeline stages and ensure opportunities reflect accurate status
- Create custom fields and properties to capture critical business data
- Implement data validation rules to prevent incomplete or incorrect entries
- Archive outdated records per defined retention policies

Lead Assignment & Routing:
- Configure and maintain intelligent lead assignment rules (round-robin, territory, priority-based)
- Ensure appointment setters and prospectors receive leads in real-time with zero delays
- Build escalation workflows for high-priority or VIP leads
- Balance workload distribution across tea ---------- mbers algorithmically
- Monitor assignment queue health and manually intervene when automation fails
- Set up lead scoring models to prioritize high-intent prospects

Reporting & Analytics:
- Generate weekly performance dashboards for leadership review
- Track KPIs: lead volume, contact rates, booking rates, pipeline velocity, conversion rates
- Build custom reports analyzing performance by source, campaign, geography, and tea ---------- mber
- Create real-time visualization dashboards for funnel health monitoring
- Analyze data to identify bottlenecks, drop-off points, and optimization opportunities
- Provide actionable insights based on trend analysis and cohort performance

PRIMARY: AP2 Registration & Credentialing (20%)
Approved Provider 2 (AP2) Workflow Management:
- Own the end-to-end AP2 clinic registration process for all new partner clinics
- Collect, validate, and submit required credentialing documentation to AP2 systems
- Track registration status for each clinic and proactively follow up on pending applications
- Maintain compliance with AP2 registration requirements and deadlines
- Build and maintain automated workflows in GoHighLevel for AP2 document collection
- Coordinate with clinic partners to resolve documentation issues or missing information
- Create standardized templates and checklists to streamline AP2 onboarding
- Report weekly on AP2 pipeline status and time-to-activation metrics
- Troubleshoot registration delays and escalate complex issues to Operations Manager
- Maintain organized repository of all AP2 credentialing documents and status records

Compliance & Documentation:
- Ensure all AP2 registrations meet regulatory and credentialing requirements
- Monitor expiration dates for AP2 credentials and initiate renewal workflows
- Maintain audit trail of all credentialing activities and approvals
- Implement quality control checkpoints to prevent incomplete submissions
- Document AP2 process improvements and maintain up-to-date SOPs

SECONDARY: Website & Ecommerce Technical Support (20%)
Website Maintenance & Updates:
- Execute content updates across TrueTox and True Aesthetics websites
- Update landing pages, product pages, and informational content per marketing requests
- Optimize page load speed and diagnose performance bottlenecks
- Implement basic SEO improvements: meta tags, alt text, schema markup
- Test website functionality across browsers and devices (responsive design QA)
- Troubleshoot broken links, forms, or user experience issues
- Manage website plugins, updates, and security patches
- Coordinate with developers for complex technical issues beyond scope

Ecommerce Platform Optimization:
- Monitor ecommerce checkout flow and identify friction points
- Update product listings, pricing, and membership offerings in ecommerce platform
- Optimize checkout conversion rate through A/B testing and UX improvements
- Implement abandoned cart recovery workflows
- Troubleshoot payment gateway issues and transaction failures
- Track ecommerce KPIs: conversion rate, average order value, cart abandonment rate
- Coordinate with payment processors (Stripe, PayPal, etc.) to resolve technical issues
- Ensure PCI compliance and secure handling of payment data

API Integration & Technical Troubleshooting:
- Manage API connections between GoHighLevel, website, and third-party tools
- Troubleshoot webhook failures and API authentication errors
- Test and validate new API integrations before production deployment
- Monitor API usage limits and performance
- Document API endpoints, authentication methods, and integration workflows
- Coordinate with SaaS vendors for API support and troubleshooting
- Implement error logging and monitoring for critical integrations

ONGOING: System Optimization & Support (10%)
Technical Support & User Enablement:
- Serve as first point of contact for CRM and technical support requests
- Provide training and troubleshooting support to tea ---------- mbers on GoHighLevel usage
- Create user guides, video tutorials, and SOPs for common technical tasks
- Maintain knowledge base of troubleshooting solutions and best practices
- Respond to support requests within 4 hours during business hours
- Escalate complex issues to appropriate vendors or development resources

Process Improvement & Innovation:
- Identify opportunities to automate manual tasks and improve operational efficiency
- Recommend new tools, integrations, or features to enhance technology stack
- Test new GoHighLevel features and evaluate applicability to business needs
- Benchmark performance against industry best practices
- Collaborate with Operations Manager on technical roadmap and priorities
- Stay current on CRM, marketing automation, and ecommerce platform trends

REQUIRED QUALIFICATIONS
Experience & Technical Skills
- Minimum 3+ years hands-on experience with GoHighLevel CRM (required)
- Proven track record building complex automation workflows and multi-step sequences
- Deep expertise in GoHighLevel API integrations, webhooks, and custom functions
- Experience with AP2, or similar provider credentialing platforms (healthcare industry)
- Proficiency with website CMS platforms (Lovable)
- Experience with ecommerce platforms (Shopify, WooCommerce, or similar)
- Strong understanding of API architecture, RESTful APIs, and authentication protocols
- Background in technical support or systems administration roles

GoHighLevel Platform Expertise
- Advanced knowledge of GoHighLevel workflows, triggers, conditions, and actions
- Experience with GoHighLevel sub-accounts, snapshots, and agency structure
- Proficiency building custom values, custom fields, and pipeline configurations
- Understanding of GoHighLevel API documentation and implementation
- Familiarity with GoHighLevel email/SMS deliverability and compliance features
- Ability to create custom reports, dashboards, and analytics views
- Knowledge of GoHighLevel Conversations 2.0, calendar integrations, and payment processing

Technical & Analytical Skills
- Strong troubleshooting methodology: isolate issues, test hypotheses, implement solutions
- Comfortable reading API documentation and testing endpoints (Postman or similar)
- Basic understanding of HTML, CSS, and JavaScript for website troubleshooting
- Proficiency with Google Tag Manager, Meta Pixel, and conversion tracking
- Experience with Zapier, Make (Integromat), or similar integration platforms
- Data analysis skills with ability to interpret metrics and identify trends
- Systematic approach to process documentation and SOP creation

Healthcare & Compliance Knowledge
- Understanding of healthcare provider credentialing and documentation requirements
- Familiarity with HIPAA compliance considerations for patient data handling
- Knowledge of TCPA compliance for SMS and email marketing communications
- Experience working in regulated industries with documentation and audit requirements

Communication & Language
- CEFR C1 English proficiency or equivalent required (near-native fluency)
- Excellent written communication for technical documentation, user guides, and support tickets
- Ability to explain complex technical concepts to non-technical users clearly
- Strong documentation skills for SOPs, workflow diagrams, and troubleshooting guides
- Professional communication style for vendor coordination and support escalation

Technical Requirements
- Reliable high-speed internet connection (minimum 25 Mbps)
- Quiet, professional home office environment
- Computer with webcam for video check-ins
- Dual monitors recommended for workflow building and testing

Personal Attributes
- Systems thinker — you design scalable processes and document everything meticulously
- Detail-obsessed — you catch errors, edge cases, and data inconsistencies proactively
- Proactive problem-solver — you identify and fix issues before they're reported
- Tech-savvy learner — you master new platforms quickly and stay current on updates
- Ownership mindset — you take full responsibility for system uptime and performance
- Service-oriented — you support internal users with patience and professionalism
- Persistent troubleshooter — you don't give up until root causes are identified and resolved

PREFERRED QUALIFICATIONS

- GoHighLevel certification or advanced training completion
- Experience with medical aesthetics, MedSpa, or healthcare provider networks
- Proficiency with Liquid syntax or other templating languages
- Background in Salesforce, HubSpot, or enterprise CRM platforms
- Knowledge of SQL for database queries and data analysis
- Experience with version control systems (Git) for code management
- Familiarity with HIPAA-compliant technology infrastructure
- Understanding of subscription/membership business models and billing systems

PERFORMANCE METRICS (KPIs)
You will be evaluated on the following metrics:

CRM Operations (40%)
- Lead Assignment SLA: 100% of leads assigned within 24 hours (zero tolerance)
- Workflow Uptime: 99%+ automation workflows functioning without errors
- Data Accuracy: 95%+ accuracy across contact records and pipeline data
- Automation Performance: Track conversion rates and optimize underperforming sequences
- Reporting Timeliness: Weekly reports delivered every Monday by 9am CST

AP2 Credentialing (30%)
- Registration Completion Rate: 100% of new clinics registered within target timeline
- Documentation Accuracy: Zero rejections due to incomplete or incorrect submissions
- Processing Time: Reduce average time-to-activation by 25% within 90 days
- Compliance: 100?herence to AP2 registration requirements and deadlines
- Pipeline Visibility: Maintain real-time status tracking for all pending registrations

Technical Support (20%)
- Response Time: Resolve support requests within 4 hours
- Website Uptime: Monitor and ensure 99.9%+ website availability
- Issue Resolution Rate: 90%+ of technical issues resolved without external escalation
- Ecommerce Performance: Maintain or improve checkout conversion rate monthly
- Integration Health: Zero API integration failures lasting more than 1 hour

System Quality (10%)
- Documentation Coverage: Maintain up-to-date SOPs for all critical workflows and processes
- User Satisfaction: Positive feedback from internal team on CRM usability and support quality
- Process Improvement: Implement minimum 2 automation optimizations monthly
- Knowledge Sharing: Create minimum 1 training resource or video tutorial monthly

CRITICAL SUCCESS FACTORS
Automation Reliability: Workflows must run flawlessly 24/7. A broken automation costs thousands in lost revenue and damaged customer experience.
Data Integrity: Leadership must trust CRM data for strategic decisions. Your accuracy and consistency are paramount.
AP2 Pipeline Integrity: Every clinic partner registration must be tracked, documented, and completed on time. Delays directly impact revenue.

COMPENSATION & BENEFITS
- Hourly Rate: $10/hour USD
- Monthly Hours: 80 hours (4 hours/day, 5 days/week)
- Monthly Compensation: $800 USD
- Payment Schedule: Bi-weekly via international transfer or PayPal
- Performance Bonuses: Potential quarterly bonuses tied to automation performance (details discussed upon hire)
- Growth Opportunity: High performers may expand to full-time hours, manage additional technology systems, or advance to Technical Operations Manager

WORK SCHEDULE
- Shift: 4 hours/day, 5 days per week (Monday-Friday)
- Flexible Hours: Preferred shift with US business hours overlap (e.g., 12pm - 5pm CST)
- Critical Daily Tasks: Lead assignment audit and AP2 status check must occur within first hour of shift
- Start Date: Immediate (within 2 weeks of offer acceptance)

TYPICAL DAY STRUCTURE
Hour 1: Lead assignment audit, AP2 registration status check, workflow health monitoring, urgent support tickets
Hour 2: Build/optimize automations, AP2 document processing, API troubleshooting
Hour 3: Website updates, ecommerce optimization, integration testing
Hour 4: Reporting, documentation, strategic projects, collaboration with Operations Manager

TOOLS & PLATFORMS YOU'LL USE
Primary CRM & Automation:
- GoHighLevel CRM (full admin access)
- Zapier / Make (integration automation)

Website & Ecommerce:
- Website CMS (Lovable.app - will train on specific platform)
- Ecommerce Platform (Lovable.app, - will train on specific platform)
- Google Tag Manager (conversion tracking)
- Payment Gateways (Stripe)

Analytics & Reporting:
- Google Analytics
- Google Sheets / Excel (reporting and data analysis)
- Meta Business Manager (API integration)
- Looker Studio or similar (dashboard creation)

Communication & Collaboration:
- Roam (virtual office and team communication)

Development & Testing:
- Postman or similar (API testing)
- Browser DevTools (website troubleshooting)
- GTmetrix / PageSpeed Insights (website performance)

APPLICATION PROCESS
To apply, please submit:
1. Resume/CV
Highlighting GoHighLevel CRM experience, automation projects, API integrations, and technical support accomplishments with measurable results.

2. Cover Letter (max 300 words)
Address the following:
- Your experience with GoHighLevel automation and API integrations specifically
- Your background with provider credentialing, AP2, or healthcare documentation workflows
- A complex technical challenge you solved and the business impact
- Why you're interested in the medical aesthetics industry

3. Technical Assessment (Required)
Part A: GoHighLevel Workflow Design
Scenario: A new TrueTox lead submits a form on our website. Design an automation workflow that:
1. Creates contact in GoHighLevel with proper tagging
2. Sends immediate confirmation SMS, email, COnversational AI, Webhooks
3. Assigns lead to appropriate appointment setter, alight to sub account based on geography
4. Triggers follow-up sequence if no response within 24 hours
5. Escalates to manager if lead is uncontacted after 72 hours

Deliverable: Create a workflow diagram showing triggers, conditions, actions, and decision points. Include detailed notes on logic and timing. Submit as PDF, Google Doc, or Loom video walkthrough (max 10 minutes).

Part B: AP2 Process Optimization
Scenario: Current AP2 registration for Go High Level
Deliverable: Outline your process improvement plan including:
- Document collection automation strategy
- Checklist and validation checkpoints
- Communication workflows to reduce delays
- Tracking and reporting mechanism
Submit a written document (2-3 pages).

Part C: API Troubleshooting
Scenario: GoHighLevel is not receiving leads fro ---------- ta lead ads. What is your step-by-step troubleshooting process?
Deliverable: List your diagnostic steps, tools you'd use, and how you'd verify the fix. Submit as written document (1-2 pages).

4. References
One professional reference who can speak to your technical skills, automation expertise, and reliability.

INTERVIEW PROCESS
Qualified candidates will go through:
1. Technical Screen (15 min) — Review portfolio, discuss GoHighLevel experience, AP2 background
2. Live Technical Assessment (20 min) — Screen share demonstration: build a simple workflow, troubleshoot API issue, explain your process
3. Operations Manager Interview (15 min) — Culture fit, process thinking, communication style
4. Paid Trial Week — Manage real True Aesthetics CRM instance, complete AP2 registration, perform website update with compensation

EQUAL OPPORTUNITY EMPLOYER
True Aesthetics is committed to creating a diverse and inclusive workplace. We welcome applicants from all backgrounds and do not discriminate based on race, religion, gender, age, disability, or any other protected characteristic.
To Apply: Send application materials to ---------- with subject line: "CRM & Technical Support Specialist - [Your Name]"
Application Deadline: Rolling basis until position is filled

True Aesthetics reserves the right to modify this job description as business needs evolve.