Customer Success & Appointment Setting Specialist (GoHighLevel)

Customer Success & GoHighLevel Virtual Assistant (Appointment Setting & Client Communications)

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We're looking for a reliable and professional Virtual Assistant to become a long-ter ---------- mber of our growing marketing agency.

We work with martial arts gyms and fitness businesses across Australia, helping them generate new members through Meta Ads, GoHighLevel and automated systems.

Your primary responsibility will be managing client communications, responding to new enquiries, following up with leads, booking appointments and keeping our CRM organised.

You'll often be the first point of contact for our clients' potential members, so excellent communication skills, professionalism and the ability to build rapport are essential.

This role involves both written communication and phone calls. You'll be making outbound follow-up calls to warm leads, handling common objections, answering questions and helping prospects book into the gym.

You'll receive training, scripts and documented processes, however we're looking for someone who is confident working independently. You should be able to solve problems, think critically and find information using our CRM, internal documentation and client websites without needing constant supervision.

This is a long-term opportunity with significant room for growth as the business expands.

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Responsibilities

Initially, your responsibilities will include:

Managing conversations inside GoHighLevel
Responding to Facebook Lead ----------
Replying to website enquiries
Managing SMS and email conversations
Booking appointments into client calendars
Making outbound follow-up calls to warm leads
Re-engaging leads who haven't responded
Handling common objections professionally
Building rapport with prospective members
Updating opportunities and pipeline stages
Maintaining accurate customer records
Escalating complex situations when required
General administrative support

As you grow into the role, you'll also assist with:

Client onboarding
GoHighLevel account setup
Workflow testing and automation support
Reporting and performance tracking
Calendar management
SOP documentation
Meta Ads support
Internal operations and process improvements

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Skills & Experience

Essential:

Excellent spoken and written English
Professional and confident phone manner
Strong customer service skills
Comfortable making outbound phone calls
Ability to build rapport quickly
Confident handling objections
Strong problem-solving skills
High attention to detail
Organised and reliable
Comfortable learning new software
Able to work independently with minimal supervision
Good judgement and initiative

Preferred but not essential:

GoHighLevel experience
Appointment setting experience
CRM management
Customer support
Meta Business Suite

Facebook Lead Ads
Marketing agency experience
Sales support experience

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Technical Requirements

Reliable Windows or Mac computer
High-speed, stable internet connection
Professional USB headset with a clear microphone
Quiet workspace suitable for customer phone calls
Webcam for tea ---------- etings
Backup internet connection preferred

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Personal Qualities

We're looking for someone who is:

Honest and trustworthy
Professional and friendly
Reliable
Confident speaking with customers
Calm under pressure
Highly organised
Efficient
Proactive
Resourceful
A fast learner
Takes ownership of their work
Knows how to have fun :)

We don't expect you to know everything on day one, but we do expect you to think independently, investigate problems before asking for help and be capable of managing your workload without constant supervision.

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Working Hours

The role will initially be approximately 4-5 hours per day, Monday to Friday.

As the business grows, we're looking for someone who is happy to increase their availability to approximately 6-8 hours per day.

Occasional Saturday work may also be available for a few hours if additional support is required.

This is a long-term position, and we'd like someone who is interested in growing with the business.

Your earnings will scale as the company grows, as well as bonuses for performance.

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Growth Opportunities

As you develop within the role, there will be opportunities to:

Increase your working hours
Receive performance-based pay increases
Learn advanced GoHighLevel
Build and manage automations
Assist with Meta Ads management
Onboard new clients
Manage client accounts independently
Help improve internal systems and processes
Progress into a Client Success Manager or Operations Manager position

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Confidentiality

You'll be working with confidential client information and business systems.

Successful applicants will be required to:

Keep all client and business information strictly confidential
Never copy, download or share business data without authorisation
Use company systems only for authorised work
Sign a Confidentiality and Non-Disclosure Agreement (NDA) before commencing employment
Return or permanently delete all business information when requested or upon leaving the business

Integrity, professionalism and discretion are essential for this role.

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How to Apply

To confirm you've read this job description, begin your application by telling us your favourite movie or song right now.

Please also answer the following questions:

Tell us about yourself.
Have you used GoHighLevel before? If so, what have you done with it?
Have you previously booked appointments or spoken with customers over the phone?
Describe a time you handled a difficult customer or objection.
What CRM software have you used?
How would you follow up with a lead who hasn't responded after three days?
If a customer asks a question you don't know the answer to, what would you do?
Why do you think you'd be a good fit for this role?

Shortlisted applicants will complete a short paid trial task and a brief voice interview. Since you'll be speaking with Australian customers, strong verbal communication skills are just as important as your written communication.