Operations VA

***Experience with GHL is required (subaccounts, pipelines, workflows, automations, follow-up sequences,
calendars and tags). Please don't apply if you don't have this GHL experience.

***Experience with basic bookkeeping (Xero or QuickBooks: categorizing transactions, reconciling, creating invoices) is required. Please don't apply if you don't have this experience.

***Experience with a digital marketing agency is a plus, not required.



The job:
We are looking for a highly organized, proactive Operations VA to help manage the day-to-day systems and internal operations of a growing marketing and creative agency.

This role is ideal for someone who is extremely detail-oriented, comfortable working with technology, and naturally looks for ways to make processes cleaner, faster, and more reliable.

You will work closely with the founder and help ensure that the business operates smoothly behind the scenes. This is not a traditional virtual assistant role where you simply wait for tasks to be assigned. We are looking for someone who can take ownership of recurring responsibilities, identify problems before they become larger issues, and help build systems as the company grows.




Your responsibilities may include:
* Maintaining and organizing our internal CRM, pipelines, contacts, tags, and customer data
* Monitoring client CRMs and making sure leads are entering the correct pipelines and automations
* Helping set up new client accounts inside GoHighLevel, including pipelines, calendars, workflows, automations, forms, and integrations
* Performing daily CRM maintenance and identifying leads, contacts, or opportunities that require attention
* Communicating with software support teams when technical issues arise
* Entering and reconciling business income and expenses inside Xero
* Updating internal reporting dashboards with revenue, advertising spend, lead generation, and other business metrics
* Preparing daily or weekly operational reports for leadership
* Maintaining organized client folders, documentation, passwords, SOPs, and internal systems
* Supporting client onboarding and making sure required assets, access, information, and integrations have been collected
* Following up internally on missing information, incomplete tasks, or deadlines
* Documenting recurring processes and helping build standard operating procedures
* Performing quality-control checks to make sure systems, automations, calendars, forms, and workflows are functioning correctly
* Helping improve existing systems rather than simply maintaining them
* Supporting additional administrative and operational projects as the company grows



The ideal candidate:
* Is extremely organized and detail-oriented
* Takes ownership of their responsibilities without needing constant supervision
* Is comfortable learning new software and technology
* Communicates clearly and professionally
* Has strong problem-solving skills
* Notices inconsistencies and errors quickly
* Can follow established processes while also suggesting improvements
* Understands that small operational mistakes can create major problems for clients
* Can prioritize multiple responsibilities without losing track of details
* Is dependable and consistent
* Is comfortable working independently in a remote environment
* Is interested in growing into a larger operations role over time


Experience with the following is highly preferred:
GoHighLevel, Xero, Google Workspace, spreadsheets, CRM systems, automation tools, project-management platforms, online advertising dashboards, and reporting software.

Previous experience working with a marketing agency, service-based business, CRM platform, or remote team is strongly preferred, but we value intelligence, ownership, and the ability to learn quickly more than knowing every tool on day one.

Success in this position means that the business becomes more organized because you are here. Client accounts stay clean, information is accurate, important tasks do not fall through the cracks, systems are properly maintained, and leadership can trust that operational responsibilities are being handled without having to constantly check behind you.

As the company grows and you demonstrate your ability to take ownership, this position has the potential to grow into a larger Operations Manager or Agency Operations role with increased responsibility and compensation.





Details:
-Work from home
-$5/hour
-25hours/week
-8am-1pm Mon-Fri Central time
-Converted into Ph time: 9pm-2am Manila time
-Please ONLY apply if you're available in that time window (no overlaps in schedule with another job)





HOW TO APPLY:
1. Please send an email with your resume attached and a brief overview of your relevant experience in the body of the email to ---------- with the subject line “FL's VA”.

2. If you have GHL experience (subaccounts, pipelines, workflows, automations, follow-up sequences,
calendars and tags), please write “GHL exp” at top of email (if you don’t, don’t write it).

-If you have basic bookkeeping experience (Xero or QuickBooks: categorizing transactions, reconciling, creating invoices), please write "bookkeeping exp" at top of email (if you don't, don't write it).

-If you've worked for a digital marketing agency before, please write "digital marketing agency exp" at top of email (if you don't don't write it).

3. At the bottom of the email, write the USD hourly rate (or salary, but specify hourly, monthly, etc and currency) of your last two roles listed on resume. For example:
-Most recent role: $5/hour (USD)
-2nd most recent role: $6/hour (USD)

**Please note, you earning less or more at previous roles DOES NOT negatively or positively affect your chances of getting this role whatsoever. This is simply information needed for us internally as we try to understand your career path. PLEASE BE HONEST, as this may be officially verified later on in the hiring process.


*Please be very specific in the email, explaining your relevant experience. If you don't follow the above 3-step instructions in how to apply, your application will not be reviewed.






DO NOT APPLY IF:
-If you’re NOT comfortable with a screen tracker that takes screenshots of your work shift (Time Doctor or similar)
-If you have a conflicting job that interferes with this schedule
-If you need full time (this starts at 25 hours)