GoHighLevel Virtual Assistant – Lead Management & Booking Coordinator

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: TYPE OF WORK

Full Time

: SALARY

$9 per hour + performance bonus $15-$25

: HOURS PER WEEK

48

: DATE UPDATED

Mar 16, 2026

JOB OVERVIEW

About the Role

We are looking for a highly organized, disciplined, and responsive Virtual Assistant with proven GoHighLevel experience to help manage incoming leads and bookings.

Most of our leads come from Instagra ---------- ssages, so speed and organization are critical. The faster we respond to leads, the higher the chances of booking the client.

Your role will be to manage incoming leads inside GoHighLevel, organize them in the pipeline, create quotes, follow up with prospects, and track confirmed bookings.

This role requires someone who already understands GoHighLevel and CRM workflows.

Lead Workflow Overview
Step 1: Lead Messages Us on Instagram

When someone sends us a message on Instagram:

• Our workflow automatically sends them a booking / inquiry form link
• They are tagged in GoHighLevel
• They are created as a contact in the system

Step 2: If the Customer Submits the Form

If the lead completes the inquiry form:

Open the form submission inside GoHighLevel

Review the details carefully

Use the information to create a quote inside GoHighLevel

Send the quote to the business owner for review

After approval, send the quote to the customer through:
• Email
OR
• The conversation inside GoHighLevel

Step 3: If the Customer Does NOT Submit the Form

Not every customer wants to fill out a form.

If they do not submit it:

• They will still be tagged in the pipeline as a new lead
• You will need to ask questions through the conversation to gather the necessary information to price the job
• Encourage them to complete the form, or collect enough information to create a quote manually

Pipeline Management

All leads must be properly organized in the GoHighLevel pipeline.

Examples of pipeline stages may include:

• New Lead
• Contacted
• Waiting for Form
• Quote Sent
• Follow Up Needed
• Contract Sent
• Closed / Booked
• Lost Lead

Keeping the pipeline organized allows the business to track every lead and understand the status of each opportunity.

Organization and attention to detail are extremely important for this role.

Booking Management

When a customer moves forward with booking:

Contract is sent

Customer signs the contract

Customer pays the deposit

Booking is confirmed

Once the booking is confirmed, you must:

• Add the client to our Google Doc called “Upcoming Bookings”
• Track the remaining balance owed after the deposit
• Ensure all information is recorded accurately

Quote Creation

When creating quotes:

• Use the company price sheet as a reference
• Ensure pricing is accurate
• Double-check all event details before sending for approval

Accuracy is critical when building quotes.

Responsibilities Summary

Your responsibilities will include:

• Responding to incoming leads from Instagram
• Managing conversations inside GoHighLevel
• Sending booking form links
• Reviewing form submissions
• Creating quotes using our price sheet
• Sending quotes for owner approval
• Sending approved quotes to customers
• Following up with leads who have not responded
• Encouraging leads to complete inquiry forms
• Organizing contacts inside the pipeline
• Tracking contracts and bookings
• Adding confirmed bookings to our Upcoming Bookings Google Doc
• Tracking remaining balances after deposits
• Keeping the CRM organized and up to date at all times

Requirements (Important)
GoHighLevel Experience

Applicants must already have experience using GoHighLevel.

You should know how to:

• Manage contacts
• Use pipelines
• Send messages through the conversation tab
• Create opportunities
• Navigate form submissions
• Work inside CRM systems

If you do not have GoHighLevel experience, please do not apply.

Communication Skills

You must:

• Speak fluent English
• Write clear and professional messages
• Communicate effectively with customers

Personality & Work Style

We are looking for someone who is:

• Highly organized
• Detail-oriented
• Disciplined with follow-ups
• Very responsive (fast replies are critical for bookings)
• Professional and reliable

Schedule

You must be available to work:

Tuesday – Saturday
10:00 AM – 6:00 PM
California Time (PST)

Availability during these hours is required because this is when most leads come in.

Pay Structure

Hourly Pay:
$9/hour

Payment Schedule:
Bi-weekly

Performance Bonus:
$15–$25 per confirmed booking

A confirmed booking means:

• Contract signed
• Deposit paid
• The lead was handled and followed up by you

Hiring Process

To ensure we hire the right person, applicants will go through the following steps:

Application review

Scenario-based screening questions

Video interview

Short trial task

The trial will allow us to evaluate:

• Your communication skills
• Your attention to detail
• Your knowledge of GoHighLevel
• How you respond to real lead scenarios

Video Interview Requirement

Applicants must be willing to join a video call interview to:

• Verify English fluency
• Discuss experience
• Demonstrate familiarity with GoHighLevel

How to Apply

To apply, send a message including the following:

Your experience using GoHighLevel

What types of pipelines or CRM systems you have managed

Your availability in California time (PST)

Why you believe you are a good fit for this role

Important: Start your application with the word “Pipeline” so we know you read the entire job description.

Applicants who do not follow instructions will not be considered.

SKILL REQUIREMENT

Customer Support Lead Generation Data Entry

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GoHighLevel Virtual Assistant – Lead Management & Booking Coordinator

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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