GoHighLevel Pipeline & Sales Support Coordinator – ACTIVE

Job Application Code: 003786SE (add this to the application form)

Shift: Part Time, Monday to Friday 8:00am – 12:00pm US Pacific Time (11:00pm – 3:00am Philippine Time). Daily morning huddle required.

Role Overview:

We are looking for a highly organised GoHighLevel Pipeline and Sales Support Coordinator to help Scott organise, manage and maintain the sales pipeline for a fast-growing AI marketing course and coaching business.

The business generates leads from webinars, workshops, social media, referrals, DMs, email campaigns, events, partnerships and direct sales calls. There are a lot of leads, and they need to be organised. We need to know who bought, who did not buy, who needs follow-up, and who is most likely to close.

To be clear about priorities: the first priority for this role is not social media, content creation, or advanced marketing strategy. The first priority is pipeline organisation, lead tracking, follow-up support and sales visibility inside GoHighLevel.

This is not a generic VA role. It is a CRM, pipeline management, sales support and accountability-driven role.

For the first three to six months you will also join sales calls with Scott to observe, take notes, learn the business and update the CRM. You are not expected to speak on sales calls at first, but you must be presentable, professional, camera-ready and attentive.

Primary Mission

Help convert more existing leads into sales by keeping the pipeline organised, tracking follow-up, identifying the best opportunities and making sure no serious prospect falls through the cracks.

Scott is responsible for closing the sale. You are responsible for helping create those opportunities by organising leads, surfacing warm and hot prospects, tracking follow-up, and making sure Scott stays focused on the highest-probability opportunities.

Key Responsibilities

GoHighLevel Pipeline Management

• Organise existing leads inside GoHighLevel and clean up contact records.
• Update pipeline stages and tag leads correctly.
• Track who bought and who did not buy, including which offer, tier or program they purchased.
• Track who attended webinars, workshops, events or sales calls.
• Identify duplicate, incomplete or outdated records.
• Create tasks and reminders, and track hot, warm and cold leads.
• Help identify which leads are most likely to close and point Scott toward the highest-priority opportunities.
• Keep the pipeline current and easy to understand.

Buyer and Non-Buyer Tracking

• Maintain buyer and non-buyer status inside GoHighLevel.
• Track leads who attended but did not buy.
• Track leads who booked a call but did not close.
• Track leads who showed interest but need nurturing, and those who need immediate follow-up.
• Help Scott see which leads are closest to converting.

Lead Follow-Up Support

• Prepare follow-up lists for Scott.
• Track leads that need calls, emails, texts, DMs or next steps.
• Draft simple follow-up messages for review.
• Create follow-up tasks and reminders to help prevent leads from going cold.
• Support email and SMS follow-up workflows inside GoHighLevel.
• Track responses and update lead status.

Sales Call Support

• Join sales calls with camera on, looking professional, prepared and camera-ready.
• Wear professional attire for sales-related calls.
• Take clear notes, capturing objections, questions, buying signals, concerns and next steps.
• Update GoHighLevel after sales calls and create follow-up tasks.
• Remain quiet on calls unless invited to speak.
• Maintain confidentiality and professionalism at all times.

Webinar, Workshop and Funnel Support

This is secondary to pipeline organisation and lead follow-up.

• Organise webinar and workshop registrants inside GoHighLevel.
• Track registrants, attendees, no-shows, buyers and non-buyers.
• Update pipeline stages after events and help identify which attendees are most likely to buy.
• Support post-webinar and post-workshop follow-up.
• Help connect funnel activity to the sales pipeline and support basic campaign tracking and reporting.

Reporting, Scorecards and Accountability

• Update the company Level 10 document.
• Maintain and update the marketing and sales scorecard.
• Track leads, appointments, show rates, booked calls, completed calls, closes, follow-ups and pipeline movement.
• Provide weekly updates, coming prepared with wins, blockers, numbers and next actions.
• Keep assigned tasks and deadlines organised.

AI Tools and Marketing Operations

• Use ChatGPT to summarise sales calls and organise call notes.
• Draft follow-up messages and create task lists.
• Summarise lead activity and support reporting and scorecard updates.

Mandatory Training and Onboarding

This is mandatory and non-negotiable. You will be onboarded into the company AI marketing ecosystem as part of the job:

• Complete the full 10-Day AI Bootcamp within your first 10 days.
• Get onboarded into the school program.
• Join and actively participate in the private 24/7 WhatsApp group.
• Become familiar with the course, tools, prompts, frameworks and workflows.
• Attend required weekly coaching calls with camera on.
• Communicate proactively when you are stuck, unclear or need help.

You do not need to master social media, content creation or every AI marketing skill in the first 30 days. The first goal is familiarity with the ecosystem and applying the most relevant tools to pipeline management, follow-up and sales support.

Behavioural Expectations

This section is mandatory and non-negotiable.

• Keep camera on during required coaching calls, sales calls and company meetings.
• Have a good camera, strong internet and clear audio.
• Wear professional attire when attending sales calls or client-facing meetings.
• Respond quickly during working hours.
• Ask questions early instead of disappearing.
• Raise issues with suggested solutions.
• Maintain weekly accountability updates and keep the Level 10 document and scorecard current.
• Track assigned KPIs, tasks, deadlines and deliverables.
• Follow through on commitments and stay organised, detail-oriented and deadline-driven.

Required Skills

• Experience with GoHighLevel or a similar CRM.
• Strong organisation skills and strong attention to detail.
• Ability to manage leads, tags, pipelines, tasks and follow-ups.
• Ability to clean and organise messy lead data.
• Strong written English and professional communication skills.
• Comfort using ChatGPT and AI tools.
• Ability to take notes during calls and summarise key points clearly.
• Ability to work independently without disappearing.
• Professional Zoom presence.

Nice to have:

• GoHighLevel automations.
• Email and SMS campaign support.
• Workshop or webinar support, and sales support experience.
• Lead scoring and CRM cleanup projects.
• Scorecard or KPI tracking.
• Zapier or workflow automation.
• Canva or basic content support.
• Experience supporting coaches, consultants, course creators, agencies or online education businesses.

Who This Role Suits

• Organised and process-driven.
• Detail-oriented and proactive.
• Reliable with strong follow-through.
• Improves systems after taking the time to understand them.

What Success Looks Like

• First 30 days: complete the 10-Day AI Bootcamp, get access to GoHighLevel, complete an initial pipeline audit, and begin cleaning up contact records, tags and pipeline stages.
• Days 31 to 60: manage the pipeline on a consistent weekly basis, prepare weekly follow-up lists, maintain the scorecard, and give Scott clear visibility into who is most likely to close.
• Days 61 to 90: keep the pipeline clean, organised and actively managed, with reliable buyer and non-buyer tracking and a consistent weekly sales and marketing rhythm.