Client Onboarding & Implementation Coordinator (Virtual Assistant)

We are a growing automation and CRM implementation agency that installs backend revenue systems for service-based businesses.

Our systems help businesses capture leads, automate follow-ups, manage customers, and increase revenue using modern CRM and automation tools.

We are looking for a highly organized Client Onboarding & Implementation Coordinator who will manage the implementation process from client purchase to system launch.

Your role is to ensure projects move smoothly, clients provide the information needed, and our technical automation builders can focus on building systems — not chasing details.

If you enjoy project coordination, organization, and working with CRM systems, this role could be a great fit.

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3. About the Company

We build backend revenue systems for service-based businesses using modern CRM and automation platforms.

Our systems typically include:

• CRM pipelines
• Automated follow-up workflows
• Lead capture forms
• Booking calendars
• AI voice and chat agents
• Email sequences
• Landing pages

These systems help businesses capture more leads, convert more customers, and operate more efficiently.

Our team focuses on building simple, powerful systems that generate measurable business results.

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4. Role Overview

The Client Onboarding & Implementation Coordinator manages the process between a client purchasing a system and the system being fully launched.

This role ensures that:

• All client information is collected correctly
• Assets are organized before implementation
• Build tasks are clearly documented
• The automation team receives everything needed to complete the build
• Clients stay informed throughout the implementation process

You will act as the organizational bridge between clients and our technical automation builders.

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5. Key Responsibilities

Client Onboarding

• Send onboarding instructions to new clients
• Guide clients through onboarding forms and setup steps
• Collect business information, assets, and credentials
• Ensure all required onboarding information is complete

Project Coordination

• Create implementation tasks for the automation builders
• Organize client information in project management systems
• Track progress of each client implementation
• Ensure projects stay on timeline

Client Communication

• Communicate with clients during implementation
• Follow up when onboarding information is incomplete
• Provide updates on project progress

Internal Coordination

• Prepare organized build instructions for the automation team
• Ensure builders have everything needed to start the build
• Track implementation milestones

Quality & Launch Preparation

• Ensure systems are ready for launch
• Confirm onboarding checklists are complete
• Coordinate system handoff to client

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6. Required Skills

Strong organization and project management skills

Excellent written English communication

Experience working with CRM platforms

Ability to manage multiple projects at the same time

Attention to detail

Ability to follow structured processes

Comfortable working with digital systems and automation tools

Reliable internet connection and consistent availability

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7. Preferred / Bonus Skills

Experience with GoHighLevel / HighLevel CRM

Experience coordinating CRM implementations

Experience working with automation workflows

Familiarity with service-based businesses

Experience using project management tools

Basic understanding of lead generation and marketing systems

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8. Tools Used

You may work with tools such as:

CRM Platforms

• GoHighLevel (primary)

Project Management

• ClickUp
• Trello
• Notion
• Asana

Communication

• Slack
• Zoom
• Loom

Other Tools

• Google Workspace
• Airtable
• Zapier or Make (automation)

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9. Screening Questions

Applicants should answer the following:
1. Have you previously worked with a CRM system? If so, which ones?
2. Have you coordinated client onboarding or project implementations before?
3. How many client projects could you realistically manage at the same time?
4. Describe a situation where a client did not provide required information. How did you handle it?
5. Have you worked with automation platforms such as GoHighLevel, Zapier, or similar tools?
6. What steps would you take to ensure an implementation project stays organized?

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10. Practical Test Task

Short Task:

A new client has purchased a CRM automation system. They must provide the following information before the system can be built:

• Business name
• Website
• Business phone number
• Logo
• Services offered
• Booking calendar availability
• Email address for system notifications

Write a short message to the client requesting this information in a professional and organized way.

Your message should be:

• Clear
• Friendly
• Structured
• Easy for the client to follow

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11. Instructions for How to Apply

To apply for this role:
1. Submit your resume
2. Answer the screening questions
3. Complete the short practical task above

Important:

Include the word “IMPLEMENTATION” in the first line of your application so we know you carefully read the job description.

Applications without the test task will not be considered.