GoHighLevel CRM Architect (Automation & Systems Specialist)

Schedule:
Full-Time - 40h per week - flexible within AEDT/AEST (Melbourne, Australia) business hours

Client Timezone:
AEDT/AEST (Melbourne, Australia)

Company Overview

A Melbourne-based performing arts school specializing in acting, singing, group classes, private coaching, and audition preparation programs.

The business currently supports approximately 80–90 students and is transitioning from manual, founder-dependent operations into a fully systemized and automated business model.

The goal is to create a scalable operational ecosystem where communication, scheduling, payments, onboarding, and student management workflows operate efficiently through automation.

Role Overview

We are seeking an experienced GoHighLevel CRM Implementer to design, build, and configure the company’s complete CRM and automation infrastructure.

This is a highly technical implementation role focused on creating the foundation of the business operations. The successful candidate will build the system, document all workflows, and provide a structured handover to the Operations Manager and administrative team.

This role is not responsible for daily business operations — the primary goal is to create a powerful, automated system that others can easily maintain.

Key Responsibilities

• • Execute the CRM build under the direction of the Lead CRM Architect
  • Build and test all workflows, automations, and configurations according to architect specifications
  • Support and build the complete setup, configuration, and customization of GoHighLevel CRM
  • Build automated workflows for:
    • Student onboarding
    • Lead management
    • Parent communication
    • Student journey tracking
    • Attendance reminders
    • Follow-ups and re-engagement
    • Email and SMS sequences
  • Create pipelines, dashboards, reporting structures, and customer journeys
  • Reduce manual communication through effective automation
  • Build scalable processes that support future growth

  Payments, Integrations & Finance Automation

  • Transition manual invoicing processes into automated payment workflows
  • Build recurring payment and membership structures
  • Support different pricing models including:
    • Group classes
    • Private coaching
    • Audition preparation programs
    • Long-term membership commitments
  • Integrate GoHighLevel with Xero for:
    • Invoicing
    • Payments
    • Financial workflows
  • Create automated payment reminders and overdue account processes

  Website, Data Migration & Documentation

  • Build or migrate the company website within GoHighLevel
  • Create student resource areas including:
    • Schedules
    • Announcements
    • Practice resources
    • FAQs
    • Handbook content
  • Migrate existing student, teacher, and operational records into the CRM
  • Ensure clean data structures and accurate records
  • Document all workflows, automations, and system logic
  • Create SOPs and handover materials for the Operations Manager
  • Build and configure a self-serve group class rescheduling system with hidden capacity and class-level descriptors
  • Create a student portal one-pager linking all key resources for students and parents
  • Build a staff accountability system with tickable duty lists and automated reminders
  • Set up a gated private section for confidential business documents, contracts, and intellectual property

Requirements

• Minimum 2+ years of hands-on GoHighLevel experience
• Proven experience building complete CRM systems from scratch
• Ability to provide examples of previous GHL builds
• Strong understanding of:
  • Automation workflows
  • Pipelines
  • Customer journeys
  • Email/SMS campaigns
  • Integrations
• Experience connecting CRMs with external tools
• Knowledge of payment automation and subscription workflows
• Experience with Xero integrations highly preferred
• Strong documentation and SOP creation skills
• Excellent English communication skills
• Ability to work independently with minimal supervision

Highly Regarded Skills & Experience

• Experience building GoHighLevel white-label platforms
• Background supporting education, coaching, memberships, or service businesses
• Website development experience inside GoHighLevel
• Familiarity with My Music Staff or similar scheduling platforms
• Experience with AI tools for automation and efficiency improvement
• Interest in performing arts, music, or creative industries

Ideal Candidate Profile

The ideal candidate is:

• A technical problem solver
• Experienced building systems from zero
• Automation-focused
• Able to simplify complex processes
• Strong at documentation and handover
• Independent and proactive
• Excited by creating scalable business infrastructure