Automation & Sales Support Coordinator |

Automation & Sales Support Coordinator

Work Hours (Client): 9:00am - 5:00pm EST

Pay Range:$2000 to $3300 Canadian Dollars ($1400 - $2400 USA Dollars)

Note: The Candidate will be paid in Canadian Dollars via Wise

Location of Search: South Africa (Primary) and LatAm

Work Location: REMOTE

Work Location: 3-month probation period

Opportunity Overview

We help therapists grow their businesses through better marketing websites messaging and digital products. Were looking for someone who is excellent with automation and systems especially GoHighLevel and Zapier and who also genuinely enjoys helping people. This person will play an important role in making our business easier to run. Youll help us improve and automate the systems behind our sales and client communication support Heather with leads and follow-up respond to clients and prospective clients and step in when something needs to be figured out.

Were looking for someone who naturally thinks:

How can I make this easier
Can this be automated
What does this person need from me
I can figure this out.

You should be comfortable building behind the scenes and communicating directly with our internal team and with clients via email. Some days you may be fixing a GoHighLevel workflow or building a Zap. Other days you may be answering a therapists question sending a proposal helping Heather stay on top of leads or noticing that a process is creating unnecessary work and finding a better way to do it. You like helping people solving problems and making things run smoothly.

Role Summary

The Administrative & Sales Support Coordinator will support the day-to-day systems sales administration and client communication.

A major part of this role is owning and improving our automations inside GoHighLevel and Zapier. You should be able to look at an existing workflow understand what it is trying to accomplish troubleshoot when something isnt working and identify opportunities to make the process simpler or more efficient.

Youll also be an important support person for Heather and Taylor. That means helping manage leads following up when someone hasnt responded getting proposals out quickly answering client and prospective-client questions and making sure people feel looked after.

Our clients are primarily therapists so the way you communicate matters. We want someone who is warm patient thoughtful enthusiastic and able to explain things clearly without sounding robotic or overly corporate. Were happy to incorporate AI in our responses as long as they feel authentic.

You dont need to know the answer to absolutely everything. You do need to be resourceful enough to find the answer understand the context and know when something truly needs to be escalated.

Core Responsibilities

1. Sales Support & Process Building

• Support Heather with incoming leads follow-up proposals and sales administration.
• Manage and improve sales workflows inside GoHighLevel including pipelines automations follow-up sequences notifications and related processes.
• Build and maintain Zapier automations that connect our tools and reduce repetitive manual work.
• Look for opportunities to simplify or automate tasks instead of continuing to do things manually.
• Make sure prospective clients receive timely thoughtful follow-up and dont fall through the cracks.
• Respond to inbound sales inquiries promptly and help ensure proposals are sent quickly after sales calls.
• Build and document processes so important information and workflows dont live only in Heathers or Taylors heads.
• Notice when something in the sales process is confusing inefficient or creating unnecessary work and help improve it.

2. Client Engagement & Empathy-Driven Communication

• Communicate directly with prospective and existing clients primarily therapists through email and other channels.
• Make people feel helped not processed.
• Answer questions warmly clearly and enthusiastically while representing the Master Your Message brand.
• Use templates and documented answers as a starting point while adapting your communication to the actual person and situation.
• Understand enough about our services including websites branding messaging and SEO to confidently answer common questions without escalating everything to the founders.
• Know when a question does require input from Heather or another team member and provide them with the right context when escalating it.
• Follow through until the person has the information or next step they need.

3. Administrative Operations

• Help manage scheduling documentation and sales-day administration particularly on Mondays and Wednesdays.
• Support Heather and Taylor with tasks that keep client and sales operations moving.
• Develop and manage follow-up sequences for leads who havent responded.
• Troubleshoot day-to-day operational issues using common sense and resourcefulness before escalating them.
• Keep information organized and accurate across the systems we use.
• Pay attention to details and follow tasks through to completion.
• Regularly look at our systems and processes and identify bottlenecks unnecessary manual work or opportunities for improvement.
• Be the kind of person who sees something that needs to be handled and takes ownership of getting it handled.

4. Launch Coordination

• Support new product and service launches when inquiry and administrative volume increases.
• Help manage incoming questions sales follow-up client communication and behind-the-scenes systems during launches.
• Make sure automations and workflows are functioning properly before and during launches.
• Help prevent bottlenecks by noticing problems early and stepping in where support is needed.

Tools & Systems

• GoHighLevel
• Zapier
• Google Workspace & Gmail
• ClickUp (project and task management)
• Loom & Zoom (client communication and audits)
• Square (invoicing)

Required Qualifications

• Strong hands-on GoHighLevel experience. This is one of the most important requirements for the role. You should be comfortable building editing troubleshooting and improving workflows and automations not simply using GoHighLevel as a CRM.
• Strong Zapier experience including building and troubleshooting multi-step automations between systems.
• 3-5 years of experience in customer service client support sales support or another people-facing role.
• Excellent written and spoken English with the ability to communicate naturally warmly and professionally.
• A genuine service mindset. You enjoy helping coworkers clients and prospective clients get what they need.
• Strong attention to detail. Small things matter in this role.
• Proactive follow-through. You dont need to be repeatedly reminded to finish something or follow up.
• Comfortable working independently and figuring things out when there isnt a step-by-step instruction for everything.
• Time Zone Alignment: Ability to work full EST hours on Mondays and Wednesdays. There may be more flexibility on other working days which can be discussed with candidates.
• Resourceful and able to understand a high-level concept find the information you need and apply it to a specific situation.
• Comfortable moving between technical work administrative work and human communication throughout the day.

Preferred Qualifications

• Experience working in a small business agency or growth-stage company where roles are collaborative and people naturally help outside a narrow job description.
• Familiarity with marketing website management digital products or online launches.
• Experience using Square for invoicing or payments including CAD/USD transactions.
• Experience identifying repetitive manual processes and replacing them with better systems or automation.
• Experience documenting workflows and creating simple repeatable internal processes.
• An interest in understanding how a business works as a whole not just completing the individual task in front of you.

Why This Role

• Youll make a visible difference. When you improve an automation solve a problem help a client or take something off Heathers plate the impact is immediate.
• Youll have real ownership. We want someone who notices opportunities to make things better and feels comfortable suggesting and implementing improvements.
• Youll work closely with the people making decisions. This isnt a role buried under layers of management. Were here to help and also will support you working independently to execute.
• We care about quality. We would rather do something properly than rush through it and create more problems later.
• There is room to grow. As you learn the business and our services the role may expand into areas such as pre-sales website reviews light audits strategic recommendations and additional ownership of our internal systems.
• Helping matters here. We want someone who likes being the person others can rely on whether that means fixing an automation answering a client question or finding a better way for the business to operate.

Required Experience:

IC