Tech-Savvy Operations VA

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PulseLink is a fast-growing marketing agency for aesthetic clinics and MedSpas. We’re looking for an Operations VA who genuinely thinks, solves problems, and makes the agency run smoother every week — without needing constant reminders.

This is not a “do what you’re told” assistant role.
This is for someone who enjoys building systems, fixing bottlenecks, and taking responsibility.

Core Responsibilities

1. GoHighLevel Tech & System Management
You will be the person who keeps our systems smooth:
Build and maintain GHL workflows, triggers, pipelines
Troubleshoot all GHL issues
Set up new client sub-accounts
Maintain automations (SMS, voicemail, missed call)

2. ---------- / Automation Building
You must:
Maintain existing Make automations
Build new automations to save time and eliminate manual tasks for the owner and operating team
Fix scenario errors
Monitor ad spend pulling, appointment logs, and call-tracking modules

3. Appointment Setter Oversight
You’ll keep the setter team accountable daily:
Check dials, answer rate, conversation rate, bookings
Flag issues instantly
Make sure speed-to-lead is consistent
Keep their KPI sheet accurate
Follow up when standards drop

4. SOP Creation & Agency Organisation
You will build the internal structure of the agency:
Create 1 new SOP per day (minimum)
Convert screen recordings into written SOPs
Update SOPs when systems change
Organise agency knowledge into Google Drive
Build checklists for recurring tasks
Improve existing SOPs without being asked

5. Admin & Agency Operations
Prepare weekly reports
Manage Google Sheets trackers
Keep client folders clean and organised
Chase clients for missing assets
Manage deliverables checklist
Oversee onboarding tasks from A–Z

KPIs (You Must Hit These)
These are not vague “tasks.” These are non-negotiable weekly performance benchmarks:

Daily KPIs
1 SOP created per day (5 per week, minimum)
Appointment setter check-in completed daily (with notes)
All GHL tasks cleared daily
Automation monitoring completed ( ---------- scenario check)
Proactive improvement log updated (at least 1 suggestion or fix per day)

Weekly KPIs
Zero overdue tasks
Zero repeated questions you’ve already been shown
Minimum 3 new system improvements (automation, SOP, optimisation)
100 percent accuracy on trackers (dials, bookings, spend, KPIs)
Turnaround time on tasks: under 24 hours
Proactive KPIs
Identify and fix problems before Oli sees them
Research solutions independently (Google, YouTube, GHL support)
Bring new automation ideas, not just execute existing ones
Provide weekly suggestions for efficiency improvements

Skills You MUST Have
Advanced GoHighLevel
Good understanding of automations
Google Sheets formulas (FILTER, ARRAYFORMULA, IMPORTRANGE)
Strong English
Tech problem-solver
Ability to learn new tools fast without being spoon-fed
Comfortable turning unstructured tasks into SOPs
Loves systems, organisation, and tech

If you can’t work in GHL confidently, don’t apply.
If you can’t learn independently, don’t apply.
If you need handholding, don’t apply.

Who This Role Is For
You want more responsibility
You think ahead rather than wait for instructions
You enjoy solving problems
You take pride in cleaning up messy systems
You don’t wait for reminders
You work well with operations, numbers, and organisation

Who Should NOT Apply
People who ask “how do I do this?” instead of researching
People who need repeating the same instructions
People who disappear when stuck
People who wait to be told what to do every day
People who get stressed easily by tech
People who don’t like structure, checklists, or SOPs

Apply Here - ----------