Full-Time Virtual Assistant: CRM & Automation Specialist
Client Industry: Varies (SaaS, Service-Based Businesses, Agencies, Real Estate, Coaching, Membership Organizations, and more)
Employment Type: Full-Time (40 hours/week)
Work Setup: Remote
Timezone: North America (varies by client)
Salary: 75kPHP/Monthly
Role Summary
We are building a pool of highly capable CRM & Automation Specialists to support businesses in managing, optimizing, and maintaining their customer relationship management systems and basic automation workflows.
This role is focused on ensuring that CRMs are properly structured, updated, and optimized to support sales, marketing, and operational workflows. You will also assist in building and maintaining simple automations that improve efficiency across business systems.
You will work closely with sales, marketing, and operations teams to ensure that systems are functioning correctly and data flows smoothly across tools.
While specific platforms and workflows may vary depending on the client, this role will consistently focus on CRM management and operational automation support.
Key Responsibilities
CRM Management & Optimization
Set up, maintain, and update CRM systems such as GoHighLevel, HubSpot, Salesforce, or similar platforms
Ensure pipelines, contacts, and deal stages are properly structured and organized
Maintain clean and accurate CRM data across all records
Monitor system usage and ensure consistency across teams
Workflow & Pipeline Management
Build and maintain structured pipelines for leads, deals, and customer journeys
Ensure leads are properly tracked through each stage of the CRM
Update deal statuses and ensure accurate reporting visibility
Support optimization of sales and marketing workflows within the CRM
Automation Setup & Maintenance
Assist in building and maintaining basic automation workflows within CRM or connected tools
Support trigger-based actions such as follow-ups, notifications, and pipeline updates
Ensure automations are functioning correctly and troubleshoot basic issues
Maintain documentation of workflows and system logic
Systems Integration Support
Assist in connecting CRM tools with other platforms (forms, landing pages, email systems, etc.)
Ensure data flows correctly between systems
Support basic integration troubleshooting and updates
Help maintain consistency across connected tools
Data Integrity & Reporting Support
Maintain clean, structured, and accurate CRM data
Assist in generating reports related to leads, sales activity, and pipeline performance
Identify inconsistencies or missing data and correct or escalate them
Support visibility into system performance and usage
Technical Operations Support
Assist internal teams with CRM-related issues or questions
Implement system updates based on client requirements
Support ongoing improvements to workflows and operational systems
Ensure CRM best practices are consistently followed
Scope Flexibility (Important)
This is a pooled role. While the core responsibilities above remain consistent, specific tools, automation systems, and workflows may vary depending on the client you are assigned to.
You may be placed in roles supporting:
Sales-driven organizations using CRMs for pipeline management
Marketing agencies managing multi-client CRM systems
Service-based businesses with automated client onboarding flows
Membership or subscription-based platforms
Candidates who demonstrate strong performance may be considered for more advanced automation or systems-focused roles over time.
Once matched, you will be onboarded into a specific client environment with a clearly defined CRM structure, automation setup, and system expectations.
Depending on client requirements and role allocation, some placements may operate on reduced or adjusted weekly hours. Final workload and schedule will be confirmed during client matching and onboarding.
Standards
Required Skills & Experience
Experience working with CRM systems such as GoHighLevel, HubSpot, Salesforce, or similar platforms
Strong understanding of pipelines, workflows, and customer journey mapping
Basic knowledge of automation principles (triggers, actions, sequences)
High attention to detail and system accuracy
Strong problem-solving and analytical thinking skills
Experience in CRM administration or systems support roles is highly preferred
Tech Stack Familiarity (Preferred)
CRM Platforms (GoHighLevel, HubSpot, Salesforce, Pipedrive, or similar)
Automation Tools (Zapier, Make/Integromat, or built-in CRM automations)
Form Builders / Landing Pages (Typeform, Webflow, WordPress, or similar)
Communication Tools (Slack, Zoom, email systems)
Google Workspace / Microsoft Office
Basic understanding of APIs or integrations is a plus
Work Ethic
Highly detail-oriented with strong system discipline
Analytical and structured in thinking
Reliable and consistent in execution
Proactive in identifying system issues or inefficiencies