Backend Operations Specialist (GoHighLevel, Zapier, Notion) — Systems Build

Backend Operations Specialist — GoHighLevel, Zapier, Notion,Miro (part-time moving to full-time)

I run a growth agency. We build and run the entire client acquisition system for insurance advisors and agency owners in Canada — ads, CRM, funnels, automated follow-up, booking, reporting. When a client signs, we have five days to get their whole system built, tested and live. I need one person who can own that build end to end.

Read this part first, because it saves us both time. This is not a general VA role and it is not entry level. If your experience is ecommerce stores, dropshipping, Shopify, posting on social media or general admin, this is not for you and I will not review your application. I want someone who has actually built systems inside a business, and ideally someone who has worked in or around insurance, finance or professional services, because the details matter more in that world and you'll already understand why.

The stack you'll be living in

GoHighLevel. Calendly. Zapier. ---------- . Notion. Slack. Google Drive. Miro. Lovable. Appointwise. Whop. Meta Business Manager (access and tracking setup only — you won't be running campaigns). You don't need to be an expert in every one on day one, but you need to genuinely know most of them and be the kind of person who learns the rest in a weekend rather than asking me for a tutorial.

What the job actually is

For each new client, you build the system:

• Spin up the GoHighLevel sub-account, load our snapshot, and check everything came across connected and correct.
• Map the lead form into the pipeline — field mapping, routing, nothing landing in the wrong place.
• Build the booking calendars. Availability, buffers, round robin when there's more than one advisor, and confirmed two-way sync so appointments land in the advisor's own diary and their busy time blocks out. Calendly workflow experience matters here — if you've built booking flows with routing, reminders and reschedule logic, say so.
• Build the confirmation and reminder sequences. Show rate is the number our whole offer is judged on, and these are what protect it.
• Configure the 60-second speed-to-lead response so a new lead gets contacted inside a minute.
• Build the AI booking agent per client — qualification questions, booking logic, tone.
• Load the email and SMS nurture sequences into the account.
• Set up the reporting dashboard, conversion tracking and internal notification rules.
• QA the whole thing yourself. Submit a real lead through the funnel. Confirm the 60-second response fires, the appointment books into the right calendar, the reminders go out, every form and redirect works. Then send me a screen recording of it working.

Alongside that, you keep the machine itself running: Zapier and ---------- scenarios connecting GHL, Slack, Notion and our payment system, the Notion workspace (client portals, task database, filtered views, SOP library), system maps in Miro, and short screen-recorded SOPs so the next person doesn't have to ask.

How I work, and what I expect

To be clear about the scope: you are not writing ad copy, making creatives or running ad accounts. Other people handle that side. This role is purely backend — the systems, the automations, the builds, the QA and the admin that sit behind everything. The brief arrives with you clean. Your job is to build it properly and make sure it works.

I give clear tasks. In return I expect them acknowledged quickly during your hours, and I expect to be told before a deadline that something is going to overrun, not after. If a task is going to take three days, tell me on day one. Nothing gets marked done unless you have tested it yourself, on desktop and mobile. When you send your application, title it "Backend Ops — [the tool you are strongest in]" so I know you read this far. I would much rather have someone who asks one good question up front than someone who disappears for two days and comes back having built the wrong thing. Speed matters here because of the five-day clock, but a fast sloppy build costs me a client. I need both.

What I'm looking for

• Excellent written and spoken English. Non-negotiable. You'll be writing SOPs, documenting builds and communicating with me every day. If your English is only okay, you will struggle here.
• Real hands-on GoHighLevel. Tell me what you've built in it, not that you're familiar with it.
• Calendly and calendar/booking workflow experience — routing, reminders, sync.
• Genuine automation experience in Zapier — multi-step workflows with error handling and proper filtering, not one-step Zaps. ---------- on top of that is a real plus, since some of our scenarios already run there.
• Strong Notion: databases, relations, filtered views, templates.
• Comfortable building in Miro.
• Experience in insurance, finance or corporate professional services is a big advantage and puts you near the top of the pile.
• Self-directed. I'm hiring so there's less on my plate, not more.

The terms, plainly

Starts part-time, around 20 hours a week, on my hours (Ireland time). We're launching a new offer right now so the workload builds over the next couple of months, and I expect this to go full-time within roughly two months, replacing my current backend person entirely. Pay starts at $5/hour. I'm not going to dress that up — that's the starting rate while we find out whether you're good. If you are, the hours go up first and the rate goes up after. This role grows into running operations here. If you're looking for short-term work or juggling five other clients, please don't apply.

How to apply

1. A Loom video, 2 to 3 minutes, unscripted, walking me through one system or automation you personally built. Show the actual build. What it does, why you built it that way, and what broke while you were building it. No Loom, no review.
2. A short list of what you've built in GoHighLevel.
3. Which of the tools above you've used, and which you haven't. Be honest — I'd rather know.
4. What kind of businesses you've worked with.
5. Your available hours per week now, and whether you can go full-time in two months.

I read every application that follows the instructions. Copy-paste applications and AI-written cover letters are obvious and go straight in the bin.