Virtual Assistant (GoHighLevel)

JO 16820 | Virtual Assistant (GoHighLevel)

Job Status: Part-time (20 hrs/week)
Work Schedule: 7:00 AM - 11:00 AM Philippine Time
 
Why Choose Remote Staff?

• 100% Work from Home. No office-based setups. Manage your time efficiently and enjoy work-life balance.
• 18+ years in the remote work industry. We’ve helped more than 8K Filipinos establish virtual careers with international clients since 2007.
• Competitive and negotiable compensation (depending on skill level & experience)
• 100% coverage on Government Contributions Remittance* to SSS, Philhealth and Pag-ibig. Traditional employment set-ups cover only 50%, while you shoulder the other half as a salary deduction.

*Terms and conditions apply.

Reminders:

• Applying to Remote Staff is 100% FREE
• Processing your application is 100% FREE
• We will NEVER ask for placement fees, bank details, GCcash accounts, training fees, reservation fees, or any form of payment

Role Overview

We are looking for an experienced, proactive, and problem-solving Operations Virtual Assistant to manage the operational back-end for our growing business coaching firm.

In this role, you will work directly with leadership to take end-to-end ownership of client communication channels, tech operations, administrative finances, and content distribution workflows.

You will run the day-to-day operations of the company and own the inbox, WhatsApp, CRM, payments and client coordination, so our Principal Strategist can focus on product, automation and expansion. This is not a copy-paste role. Claude (AI) does much of the drafting. Your job is to direct it well, check its work, and know when a human needs to step in.

What you will do

1. Inbox and WhatsApp (daily)

• Monitor and reply to WhatsApp chats from dentists, members and leads within 4 business hours
• Triage the admin inbox: reply, action, forward or flag to Manu or Dr K
• Draft replies using Claude, then review before sending
• Send approved WhatsApp templates (event invites, reminders) and track replies

2. Tekmatix CRM (GoHighLevel)

• Add, update, tag and segment contacts, and keep pipelines current
• Log call and session notes after every client touchpoint
• Build and schedule email and WhatsApp campaigns from approved copy
• Manage member portal access, and pull contact histories and lists on request

3. Payments and finance admin

• Generate payment links and invoices, and issue tax receipts
• Send payment reminders and overdue follow-ups, politely and on schedule
• Reconcile payments weekly against the CRM and flag gaps
• Sort quarterly credit card statements for the accountant and prepare a weekly financial summary

4. Client and member coordination

• Onboard new coaching members: welcome email, contract follow-up, questionnaire, portal login
• Book and remind 1:1 sessions, and send post-session follow-ups from Zoom or Fathom summaries
• Draft proposals from our templates, file member documents in Google Drive, and keep tracking sheets updated
• Prepare new lead briefings before sales sessions

5. Events

• Track registrations and attendance in Google Sheets
• Send pre-event reminders and venue details, then certificates, feedback forms and thank-you emails afterwards
• Coordinate sponsor details and workbook inserts

6. Social media

• Write daily content briefs for our video editor with Claude
• Schedule posts and keep the content calendar full

7. SOPs and daily reporting

• Document every recurring task as a step-by-step SOP and keep it updated
• Send a short end-of-day update: done, pending, needs a decision

Must have

• Excellent written and spoken English, able to write clear, warm, professional emails without help
• 2+ years as a VA, admin or client coordinator, ideally for a coach, clinic or small business
• Hands-on CRM experience (GoHighLevel preferred, HubSpot or similar is fine)
• Comfortable with Google Workspace: Gmail, Drive, Sheets, Forms
• Uses ChatGPT or Claude regularly for work
• Organised and reliable with deadlines, money and confidential client data

What sets you apart

• Curious and self-directed: asks why, finds a better way, teaches themselves new tools
• AI-literate, not AI-dependent: checks every draft for wrong names, prices, links and tone
• Good judgement about when to act and when to escalate (money, complaints, anything Dr K would want to see)
• A warm voice. Our clients are dentists, so messages are relationship-first and never pushy or salesy
• Owner mindset: closes loops without being chased

Nice to have: healthcare, dental or coaching experience; Canva, Zapier or basic automation skills; familiarity with Australian business norms.

Tools (full training provided): Tekmatix (GoHighLevel), Claude, WhatsApp Business, Gmail and Google Workspace, Zoom and Fathom, Canva.

First 90 days

• Days 1 to 30: learn the tools and SOPs, shadow Manu, own WhatsApp and inbox with review before sending
• Days 31 to 60: run the CRM, payments and member onboarding independently, with daily updates
• Days 61 to 90: own the full workload, write or improve at least 10 SOPs, and suggest 3 things to automate

Candidate assessment: to be given once you pass our initial screening process