Web, CRM & Proposal Specialist

Web, CRM & Proposal Specialist
Part-Time | Remote | 25 Hours per Week
Southwind Marketing
Compensation: $1,000–$1,200 USD per month, depending on experience and demonstrated technical capabilities
Southwind Marketing is looking for a highly organized, technically capable Web, CRM & Proposal Specialist to support our growing digital marketing agency.
This is a hybrid role for someone who is comfortable moving between website work, CRM and marketing automation, research, proposal development, and occasional outbound prospecting.
This is not a traditional virtual assistant position and it is not primarily a graphic design role. We are looking for someone who can understand a project, research what is needed, work independently, and execute technical and written tasks with strong attention to detail.
What You'll Do
Website & Technical Support

• Build and update pages in WordPress
• Upload and format website content
• Configure forms using Gravity Forms or similar tools
• Install and configure approved WordPress plugins
• Assist with website migrations and content transfers
• Perform responsive/mobile QA
• Handle basic HTML/CSS edits when needed
• Configure redirects, metadata, image alt text, and other basic SEO elements
• Assist with Google Analytics and Google Search Console setup
• Test forms, links, integrations, and website functionality
• Troubleshoot routine WordPress issues

CRM & Marketing Automation

• Work within GoHighLevel and Southwind's CRM systems
• Build and manage pipelines
• Create forms, calendars, custom fields, tags, and contact segments
• Import and clean contact data
• Build basic to intermediate workflows and automations
• Configure email and SMS sequences
• Set up lead routing and notifications
• Build landing pages and funnels
• Test automations before launch
• Assist with webhooks and integrations when appropriate
• Document workflows and CRM configurations

Advanced GoHighLevel expertise is a major plus, but we are also open to candidates with strong CRM or marketing automation experience who can quickly learn new systems.
RFP & Proposal Support

• Review Requests for Proposals and similar procurement documents
• Identify deadlines, requirements, scoring criteria, required attachments, and submission instructions
• Create proposal requirement and compliance checklists
• Research prospective clients and organizations
• Help draft proposal content
• Refine and proofread proposal copy
• Gather relevant project examples, screenshots, references, and supporting information
• Organize proposal materials for our creative team
• Identify missing information before final review
• Perform final quality-control checks to help ensure proposals address requested requirements

You will not be responsible for independently determining company pricing, negotiating contracts, providing legal interpretations, or making final bid decisions.
Research & Content Support

• Research companies, municipalities, chambers, tourism organizations, economic development organizations, nonprofits, and other prospective clients
• Prepare concise research briefs
• Assist with website and marketing copy
• Draft case studies from completed projects
• Organize testimonials, references, screenshots, and examples of past work
• Help maintain reusable proposal and company information

Outbound & Lead Support

• Conduct limited outbound calling using approved prospect lists and scripts
• Identify or confirm appropriate decision-makers
• Introduce Southwind Marketing and determine basic interest
• Ask approved qualifying questions
• Schedule qualified meetings for company leadership
• Complete follow-up using approved email templates
• Record call notes and activity in the CRM
• Follow up with warm or previously contacted prospects

This is not a commission-only cold-calling position. Outbound activity will be one part of a broader technical and operational role.
What We're Looking For
The right candidate will have strong professional English communication skills and be comfortable working independently in a remote environment.
Experience with several of the following is strongly preferred:

• WordPress
• GoHighLevel or another CRM/marketing automation platform
• Gravity Forms or similar form builders
• HTML/CSS fundamentals
• Zapier, Make, webhooks, or other integrations
• Google Analytics
• Google Search Console
• SEO fundamentals
• Website QA and testing
• Proposal or RFP preparation
• Research and professional writing
• CRM data management
• Email and SMS automation
• Cold calling or appointment setting

Agency experience is a significant plus.
You'll Probably Be Successful Here If
You are the kind of person who can receive an RFP or project brief, read through it carefully, research what you do not understand, identify what is required, organize the information, draft a strong first version, and tell us exactly what information you still need.
You should also be comfortable logging into WordPress or a CRM and actually doing the work, rather than simply creating a task for someone else.
Attention to detail is extremely important. Names, dates, client information, links, pricing, requirements, and technical details must be checked carefully.
A Note on AI
We use AI tools ourselves and are not opposed to applicants using them.
However, this position requires independent judgment, technical problem-solving, careful reading, and the ability to explain your own work.
Applications that simply restate this job description or provide generic AI-generated responses without specific examples of your own experience will not move forward.
We are much more interested in a short, specific, imperfect answer based on your real experience than a polished answer that could have been written for any job.
What This Role Is Not
This is not a pure administrative VA role.
It is not a full-time sales position.
It is not a graphic design position.
It is also not a senior software engineering role.
This position sits between digital implementation, marketing operations, proposal support, and light outbound outreach.
Schedule
Approximately 25 hours per week.
Because Southwind Marketing is based in the United States, candidates must be willing to maintain reliable overlap with U.S. business hours for meetings, collaboration, and occasional outbound calling.
The exact schedule can be discussed with the selected candidate.
Compensation
$1,000–$1,200 USD per month for approximately 25 hours per week, depending on experience and demonstrated technical capabilities.
There is room for the position to grow as Southwind continues to expand and as the person demonstrates the ability to independently own more technical, CRM, proposal, and operational responsibilities.
About Southwind Marketing
Southwind Marketing is a U.S.-based full-service marketing, website, CRM, technology, and communications agency serving organizations across the country.
Our clients include businesses, public-sector organizations, economic development organizations, chambers, tourism organizations, nonprofits, contractors, professional services firms, and growing companies.
We are building a team of people who can think beyond their individual task list, understand why the work matters, and help us deliver better results for our clients.
How to Apply
Please submit your resume and a short response addressing the following:
1. Briefly describe your experience with WordPress.
2. Briefly describe your experience with GoHighLevel or another CRM/marketing automation platform.
3. Tell us about any experience you have with RFPs, proposals, research, or professional writing.
4. Tell us about your experience with cold calling or appointment setting.
5. List the technical platforms you are most comfortable using.
6. Share your current availability and preferred working hours.
7. Tell us about one actual technical problem you personally solved in WordPress, GoHighLevel, a CRM, or an automation platform. What was broken, how did you diagnose it, and what did you do to fix it? Be specific.
8. After reviewing this job description, tell us which responsibility would be the most difficult for you personally and why.
Attention to detail matters in this role. Start the first sentence of your application with the words “Southwind Ready.” Do not place this phrase at the end of your application.
Please do not send a generic statement about being hardworking, detail-oriented, passionate, or a fast learner. We would rather read a short, specific response than a polished response that could apply to any job.
If you have relevant work examples, include links to one WordPress project and/or one GoHighLevel workflow, funnel, or automation you personally worked on, and briefly explain what portion of the work was yours.