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Systems & Automation Architect (GoHighLevel, Zapier, ClickUp, AI) for Elite Online Brand Project Overview We’re seeking an elite Systems & Automation Architect who lives and breathes efficiency and innovation. In this role, you will build a top-tier, end-to-end tech ecosystem for a personal brand that includes a real estate investing course, content platforms (website, social media, podcast), and a coaching program. Our goal is to run operations as smoothly as the top 1% of content creators and coaches – leveraging cutting-edge tools and AI to eliminate bottlenecks and manual tasks. You will be the behind-the-scenes architect turning our one-year business roadmap into a fully automated system, ensuring that when someone opts in, books a call, enrolls in the course, or engages with our content, the entire digital journey feels effortless and highly professional[1]. If you love designing workflows, automating processes, and using technology to create smooth, scalable business systems, we want to work with you! Key Responsibilities Automation & Integration • Connect and streamline all systems: Build and optimize automated workflows (using Zapier, Make/Integromat, and GoHighLevel) that link together our CRM, website, LMS, email marketing, calendar, and social media platforms[2]. Every tool should communicate seamlessly – no data silos or manual data entry. • End-to-end funnel automation: Design multi-step automations triggered by user actions (e.g. lead magnet opt-ins, form submissions, webinar sign-ups, course purchases, or call bookings). For example, when a new lead opts in, automatically tag them in GoHighLevel, send a personalized email/text sequence, notify the sales team or setter, and create a follow-up task – all without human intervention[3]. • Calendars & scheduling: Integrate Calendly (or GoHighLevel’s calendar system) with our CRM and Google Calendar to automate appointment scheduling and reminders. Ensure that bookings trigger the appropriate next steps (confirmation emails, Zoom links, internal notifications, etc.) so that no appointment or follow-up slips through the cracks. • Third-party integrations: Use Make (Integromat) or Zapier to bridge any gaps between systems where native integrations don’t exist (e.g. connecting WordPress/LearnDash with GoHighLevel, or our podcast host with social media). This includes setting up webhooks or API connections as needed to achieve a truly unified tech stack. CRM & Course Platform Management • GoHighLevel CRM setup: Fully utilize GoHighLevel for CRM, pipeline management, email/SMS marketing, and sales funnels. Build funnels, pipelines, and workflow automations inside GHL to capture and nurture leads (email drips, text reminders, voicemail drops, etc.)[4][5]. Implement conditional logic and triggers to route leads to the right team members or sequences based on behavior or tags. • LearnDash & WordPress integration: Connect our WordPress site and LearnDash LMS with the CRM. For instance, automate course enrollments and onboarding: when someone purchases the course, they should be automatically enrolled in LearnDash, added to the correct email list/CRM pipeline, tagged by course level, and welcomed with a customized onboarding sequence. Familiarity with tools like WP Fusion or similar plugins to sync LearnDash with GoHighLevel would be a big plus (for managing student enrollment status and progress data). • Student journey automation: Ensure the student/learner experience is smooth. Automate course milestone communications – e.g. trigger a congratulatory email (or notify a coach) when a student completes a module or hasn’t logged in for X days. Set up reminders, accountability prompts, or even AI-driven check-ins to keep students engaged without requiring constant manual outreach. • Payment and CRM integration: Work with payment gateways or membership plugins so that purchase data flows into the CRM. For example, successful payments trigger receipts, access grants, and tagging of clients for upsell campaigns. The goal is a one-time setup where every sale or signup automatically kicks off all necessary processes. Project Management & SOP Documentation • ClickUp implementation: Set up an advanced project management hub in ClickUp to track tasks, projects, and content calendars. We want to manage content production (social posts, podcast episodes, email newsletters) and team tasks in one place. This includes creating Dashboards, Calendars, and Kanban boards for different workflows (content calendar, launch tasks, etc.). • Workflow & task automation: Use ClickUp’s native automation or integrations (via Zapier/Make) to automate task creation and updates. For example, when a new student enrolls, auto-create a task in ClickUp for the onboarding VA/coach; when a piece of content is ready to publish, notify the content team via Slack. The system should minimize the need to “remember” routine tasks – the right people get notified at the right time automatically[6][7]. • Standard Operating Procedures (SOPs): Document every key process into clear SOPs and checklists. You will create a playbook so that each team member (coaches, VAs, sales reps, content creators, etc.) knows exactly how to use the systems. This may involve writing guides or recording Loom videos for tasks like “How a Coach Checks Student Progress” or “How the VA Handles New Lead Intake” etc. All SOPs should be organized (for example, in ClickUp Docs or a knowledge base) for easy reference. Our goal is that the business can run on rails – if someone new joins, they can follow the documented processes and the machine keeps running. • Project management best practices: Implement task prioritization, deadlines, and accountability within ClickUp. Ensure that projects aligned with the one-year roadmap are broken into actionable steps with owners and timelines. You’ll also help monitor these in the early phase to make sure the team adapts to the new system. AI Integration & Optimization • Leverage AI to reduce manual work: Identify opportunities to use AI tools at every possible juncture. For example, integrate AI assistants or chatbots for initial customer support or FAQs so that common student questions are answered instantly without needing a human. Use AI services (via Zapier/Make or APIs) to perform tasks like content summarization, generating social media captions from blog posts, or personalizing email content at scale. We want to minimize human involvement in repetitive tasks by offloading them to AI where feasible. • Content repurposing automation: Implement tools or workflows for content repurposing. For instance, when the founder records a podcast or long-form video, set up a process (possibly using AI transcription and summarization) to turn it into a blog post, social media snippets, newsletter content, etc. Modern AI platforms can help maintain consistent voice while scaling content output[8]. The freelancer should set up these pipelines so one piece of content automatically spawns multiple assets ready for the content team to refine and publish. • AI in CRM and marketing: If applicable, utilize any AI features in GoHighLevel or third-party services for things like lead scoring, email subject line optimization, or chatGPT-powered email/chat responses. The aim is to enhance personalization and efficiency of our marketing without adding workload to the team. • Continuous improvement: Monitor the system for inefficiencies and use AI analytics or suggestions to improve. For example, use AI tools to analyze where leads drop off in the funnel or to predict which students might need extra support, so we can proactively adjust our approach. We expect you to stay up-to-date with new AI automation trends and proactively recommend improvements over time. Communication & Collaboration Systems • Slack (or Team Chat) integration: Integrate Slack deeply with our systems to keep the team updated in real-time. For example, connect GoHighLevel to Slack so that important events (new lead, new sale, support ticket, etc.) are instantly posted to the appropriate Slack channel or DM[6]. Use conditional logic so notifications go to the right people; e.g., if a lead indicates interest in a high-ticket program, ping the sales channel; if a tech support issue arises, alert the tech VA[7]. This ensures nothing is missed and communication is centralized. • Internal dashboards & reporting: Create dashboards, whether in GHL, ClickUp, or a BI tool, that give a daily/weekly snapshot of key metrics (leads, sales, course progress, content publishing status, etc.). The team (and especially the founder) should have a clear window into the business’s health without digging through multiple systems. Set up automated reports or Slack summaries (could even use an AI Slack bot to compile these) to highlight what’s going on each week. • Collaboration tools: Ensure smooth integration of other collaboration needs – for example, connecting Google Drive/Docs to ClickUp or Slack for easy access to assets, or setting up a knowledge base (could be within ClickUp or an external tool) for all process documentation. The tech stack should feel like a cohesive digital office for the team, where everything from communication to files to tasks is connected and easily accessible (with as few logins and context-switches as possible[9][10]). Onboarding, Support & Customer Experience • Lead-to-client journey design: Map out and implement the entire customer journey from the moment someone becomes a lead to the point they become a successful client (and beyond). This includes lead magnet delivery, nurturing sequences, sales pipeline, onboarding, course engagement, and alumni/offboarding sequences. Every stage should have automated touchpoints that feel personal. (For example, an automatic “welcome” video email from the founder on Day 1 of course access, automated check-ins at Day 7, 30, etc., and triggers for the team to personally reach out if certain red flags appear, like low course progress.) • Bottleneck elimination: Proactively identify any potential bottlenecks or points of friction in the process and address them. We expect you to think ahead about “What could go wrong or slow us down?” and then build solutions for it. This might mean adding an automation fail-safe (e.g., an alert if an important zap fails), simplifying a workflow, or creating a self-service option for students. The end result should be a smooth A-to-Z experience for both our team and customers – from first contact to final result – with contingencies in place for any hiccups. • Support system setup: Implement a system for handling customer support or inquiries in an efficient way. This could be a ticketing system, a shared inbox, or even a chatbot on the website. For instance, integrate a support form on the site that creates a ticket in ClickUp or Slack and triggers an acknowledgement email. We want to ensure that student issues or questions never fall through the cracks and that the support process is as automated as possible (while still being friendly and human when needed). Qualifications & Skills Required • Proven expertise in GoHighLevel CRM: You must be highly proficient in GoHighLevel – capable of building complex funnels, automations, workflows, and integrations within the platform. Familiarity with all GHL features (pipelines, calendars, forms, membership areas, etc.) is expected. • Automation wizard (Zapier/Make): Extensive experience creating automations with Zapier and/or Make (Integromat). You should be able to design multi-step Zaps/Scenarios that handle branching logic, API calls, and error handling. Experience connecting a wide range of apps and troubleshooting integration issues is crucial[2][11]. • Project management systems (ClickUp) expertise: Strong knowledge of ClickUp (or similar tools like Asana/Notion) to set up project boards, manage tasks, create automations within ClickUp, and organize documentation. We’ll rely on you to configure ClickUp to fit our workflows, so understanding custom fields, statuses, templates, and maybe even ClickUp’s new AI features is important[12]. • WordPress & LearnDash integration: Solid experience with WordPress ecosystems, especially connecting WordPress-based course platforms (LMS) to external systems. You should know how to use plugins or custom scripts to ensure our WordPress site and LearnDash LMS communicate with GoHighLevel (for user signups, course progress, etc.). If you’ve used tools like WP Fusion, MemberPress, or Zapier to link WP/LearnDash with CRMs, that’s a plus. • Knowledge of marketing & sales processes: Understanding the typical workflows of online coaching/education businesses – from lead generation and nurturing, to sales conversion, to onboarding, to retention. You should be able to anticipate what systems are needed to support roles like sales reps (setters/closers), coaches, content creators, and VAs, and how to make their jobs easier with automation. • AI and tech-savvy: Up-to-date with AI tools and eager to implement them. Whether it’s using OpenAI/ChatGPT for content or customer service, or other automation AI tools, you should be comfortable weaving AI into workflows to enhance efficiency. Experience with chatbot builders or AI content tools is a bonus. • Strong documentation & communication: Ability to create clear SOPs and technical documentation for non-technical team members is a must[13]. You should be a clear communicator, able to train us (briefly) on how things work, and collaborate with team members when mapping out processes. • Problem-solving mindset: This role is not just about executing tasks – it’s about architecting solutions. You should excel at diagnosing process bottlenecks and devising automation or system improvements to solve them. A proactive mindset to constantly refine and optimize the system will set you apart. • Attention to detail and testing: Our systems impact real customers and team efficiency, so testing your automations and ensuring reliability is key. We expect you to thoroughly QA workflows (e.g., simulate user sign-ups, test if notifications fire correctly) and monitor them until they are proven stable. • Preferred background: Experience working with online course businesses, coaching companies, or content creators is highly preferred. You understand the unique needs of a personal brand and education business – such as managing community groups, handling digital product delivery, coordinating content schedules, etc. (If you have suggestions for tools or processes we haven’t mentioned that such businesses use, we want to hear them!) Deliverables & Outcomes • Fully integrated tech stack covering CRM, LMS, website, project management, and communications. All systems should be talking to each other and updated in real-time, with no duplicate data entry or manual syncing. • Seamless automated workflows that run smoothly from end to end – no missed automations, no lead or client drop-offs[14]. Every new lead, booking, or sale triggers the appropriate follow-ups and notifications so that our customer experience feels highly personal and timely without things slipping through the cracks. • Documented processes and SOPs for everything. We’ll receive a “business operations manual” from you that maps out each workflow (possibly in flowchart form and written steps) and instructions for team members on how to perform any necessary tasks. This makes the system maintainable and scalable as we grow or onboard new team members[15]. • Time and cost savings through automation: We expect to see measurable efficiency gains – for example, tasks that used to take our team hours per week are now done automatically. The automations should save the team significant time and improve our clients’ experience (faster responses, fewer errors)[15]. Our reliance on manual labor for operations will drop, allowing team members to focus on high-value work (like coaching and creative content). • Improved engagement and conversion rates: With better follow-up and personalized nurturing (powered by the systems you implement), we anticipate higher lead conversion and student engagement. Success in this role means things like retargeting and follow-up sequences boosting engagement and conversion rates noticeably[16]. For instance, more leads booking calls, more students completing the course, etc., thanks to well-timed emails/texts and reminders. • Scalable and future-proof architecture: The setup should be efficient and scalable for future growth[17]. As we grow our user base or add new products, we should be able to extend or replicate the automations without starting from scratch. You will ideally build with flexibility in mind (using clean logic, commenting/notes in workflows, modular design, etc.). • A truly “elite” operation: By the end of the project, our business’s operations should feel on par with the top-tier mentors and content creators out there. That means a smooth, high-tech experience for users (professional emails, quick responses, easy scheduling, accessible content) and an organized, stress-free process for the team. Essentially, you will have helped us create a machine that runs 24/7, delivering value to our audience and data-driven insights to us. About Us We are a growing online education and coaching brand in the real estate investing space. Our founder is a content creator and mentor who produces weekly podcasts, educational social media content, and a flagship real estate investing course for our students. Our small team includes coaches, virtual assistants, and sales reps – all passionate about providing an elite experience to our community of students and followers. We have big ambitions over the next year (and beyond) to scale our programs and impact, and we know having rock-solid systems is critical to that growth. If you’re excited about building the ultimate business machine behind a personal brand – using the latest technology and automation (and plenty of creativity) – then this role is for you. You’ll have the opportunity to design from the ground up and truly shape how our business operates. We value innovation, proactivity, and a get-it-done attitude. In return, you’ll get to work in a dynamic environment where your contributions have an immediate, visible impact on our success. Ready to help us operate at the top 1% level? Apply now with examples of similar automation/projects you’ve built. Let’s make magic happen! This is a strategic, architect-level role. We’re open to worldwide applicants, but we have a strong preference for candidates Experience working with US/UK coaching / course creators or agencies is highly preferred. ________________________________________