Overview:

We are seeking a highly skilled GoHighLevel CRM & Studio Operations Manager with advanced GoHighLevel expertise to design, build, and manage the company’s complete digital operations ecosystem. This role begins with a major CRM implementation and automation project, transitioning current manual workflows into a streamlined GoHighLevel platform. After the initial build phase, the role will evolve into ongoing operational management, supporting students, teachers, communications, and business processes.

The ideal candidate is both technically strong and people-focused — someone who can build systems, automate workflows, and also provide warm, professional communication with families and the studio team.

Schedule:

• Monday to Friday, flexible during client business hours | Victoria, Australia Time Zone
• 40 hours per week during initial build phase, with long-term ongoing support

Responsibilities:

GoHighLevel CRM Build & Automation (Initial Phase)

• Lead the complete setup, customization, and optimization of the GoHighLevel platform
• Build automated workflows to replace manual administrative processes
• Design systems for student onboarding, parent communication, teacher scheduling, class management, follow-ups and reminders, customer journey automation
• Create email and SMS automation sequences
• Build and improve operational dashboards, pipelines, and reporting processes
• Identify manual tasks and create automation solutions to improve efficiency

Website, Integrations & Data Migration

• Support website development and management within GoHighLevel
• Migrate existing student, teacher, and business records into the new system
• Ensure data accuracy, organization, and clean CRM structures
• Build integrations between GoHighLevel and other business tools
• Configure Xero integrations for payments, invoicing workflows, and finance-related processes
• Troubleshoot technical issues and continuously optimize workflows

Studio Operations & Customer Experience

• Manage day-to-day operational coordination after system implementation
• Support communication between students, parents, teachers, and the leadership team
• Handle inquiries, onboarding questions, and customer support with warmth and professionalism
• Coordinate teacher/student scheduling updates and absence management
• Ensure smooth operations across classes, events, and studio activities
• Maintain a positive and supportive experience for student families

Process Improvement & Business Support

• Work directly with the founder through regular check-ins and updates
• Document processes and create scalable systems
• Use AI tools and automation opportunities to improve workflows
• Suggest operational improvements as the business grows
• Support the digital organization of the company materials and internal knowledge

Requirements:

• Proven experience building complete systems inside GoHighLevel
• Strong understanding of CRM configuration, automation workflows, pipelines, Email/SMS campaigns, customer journeys
• Experience migrating data from spreadsheets/manual systems into CRM platforms
• Ability to connect systems using integrations, APIs, or automation tools
• Experience with Xero or similar accounting integrations
• Strong technical problem-solving skills
• Excellent written and spoken English communication skills
• Highly organized with strong attention to detail
• Ability to work independently and manage a large implementation project
• Comfortable communicating directly with customers and internal teams

Highly Regarded Skills & Experience:

• Previous experience implementing GoHighLevel from scratch
• Background supporting education, coaching, memberships, studios, or service-based businesses
• Experience with website building inside GoHighLevel
• Knowledge of AI tools for improving business workflows
• Experience documenting SOPs and creating operational systems
• Genuine interest in music, acting, performing arts, or creative industries
• Experience working with founder-led businesses or startups

Scope:

Initial Build Phase

• Build the complete GoHighLevel operating system for the studio
• Replace spreadsheets, Gmail workflows, and manual tracking processes
• Create automation that improves efficiency and customer experience
• Establish the CRM as the central operational hub

Long-Term Operations Phase

• Manage and optimize the CRM ecosystem
• Oversee daily studio coordination
• Support families, students, teachers, and leadership communication
• Maintain finance, scheduling, and operational workflows
• Continue improving processes as the business scales

Ideal Candidate Profile:

• A systems thinker who naturally looks for ways to automate and improve processes
• Technically confident but also warm and customer-focused
• Excited about helping a creative education business grow
• Enjoys building something from the ground up
• Wants a long-term role with ownership and impact

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note:

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.