Marketing Operations & Systems Coordinator – ACTIVE

Job Application Code: 003787LF (add this to the application form)

Shift: Full Time, Monday to Friday 9:00am – 6:00pm US Pacific Time (12:00am – 9:00am Philippine Time). Daily Slack communication and quick huddles required.

Role Overview:

We are looking for a full-time Marketing Operations & Systems Coordinator to support and operate an established marketing ecosystem for a US-based financial education and wealth coaching business for women.

This role is ideal for a highly organised, reliable and systems-oriented operator who enjoys managing workflows, coordinating projects, documenting processes and supporting marketing execution.

To be clear about the scope: you will not be responsible for creating marketing strategy, defining messaging, developing offers or independently leading paid advertising campaigns. Those functions are led by Lorraine, alongside her wider team and existing training systems. Instead, this role focuses on implementing, coordinating, documenting, monitoring and improving the systems already in place, and helping ensure consistent execution across the business.

The ideal candidate has strong communication skills, Go High Level experience, excellent follow-through, and a genuine interest in leveraging AI tools to improve efficiency and business operations.

Primary Mission

The primary purpose of this role is to help operate and support the existing marketing infrastructure, and to reduce the operational workload carried by Lorraine.

Success is measured by reliable daily communication, consistent execution of existing systems, strong Go High Level management, accurate reporting and tracking, thorough documentation and SOP creation, smooth funnel and workshop coordination, and AI-assisted operational improvements.

Key Responsibilities

Marketing Operations and Project Coordination

• Coordinate ongoing marketing initiatives and campaigns.
• Manage task execution across multiple platforms.
• Ensure deadlines and deliverables are completed on time.
• Support workshop launches and campaign schedules.
• Maintain communication through Slack and team channels.
• Assist with project tracking and operational follow-through.

Go High Level Operations

• Manage and maintain the existing Go High Level environment.
• Monitor workflows, tags, in-app automations and contact activity.
• Support workshop registration and follow-up systems.
• Identify issues early and escalate recommendations.
• Maintain documentation for all Go High Level processes.
• Improve operational efficiency within the existing systems.

Workshop and Funnel Operations

• Support workshop campaigns and launch activities.
• Monitor registrations and attendee flow.
• Ensure Typeform, Calendly and Go High Level integrations function correctly.
• Track prospects throughout the customer journey.
• Maintain workshop checklists and SOPs.
• Report on funnel performance metrics.

Basic Meta Ads Campaign Support

This role supports existing workshop advertising campaigns. Training and SOPs will be provided on what to track and report.

• Load campaign assets.
• Monitor campaign performance.
• Track registrations and conversions.
• Identify operational issues.
• Maintain launch checklists.
• Report campaign results.

This role is not responsible for developing paid advertising strategy, media buying leadership, advanced campaign optimisation or creative strategy development.

Content Operations and Repurposing Support

• Schedule and publish approved content.
• Assist with content organisation and management.
• Repurpose existing videos into short-form assets.
• Support light editing and content distribution.
• Maintain consistency across channels.
• Assist with email and nurture content implementation.

The role supports content execution rather than owning content strategy.

SOP Development and Documentation

• Create and maintain SOPs.
• Build process documentation.
• Record Loom walkthroughs.
• Organise knowledge inside Notion.
• Document recurring workflows.
• Improve operational clarity and continuity.

AI and Systems Improvement

• Use ChatGPT, Claude and other approved AI tools.
• Explore workflow efficiencies and in-app automation opportunities.
• Assist in building AI-supported systems and operational agents.
• Research and test tools that improve productivity.
• Document findings and recommendations.

A strong curiosity around AI and automation is considered essential.

Reporting and Visibility

Provide weekly reporting on workshop registrations, funnel performance, lead flow, campaign metrics, booked calls, conversion activity, operational bottlenecks and recommended actions.

Required Skills

• Excellent written and spoken English.
• Strong reliability and communication.
• Marketing operations, project coordination or VA experience.
• Go High Level experience, or similar CRM and funnel platform experience.
• Strong organisational skills.
• Experience documenting SOPs and workflows.
• Experience using Slack and collaborative communication tools.
• Familiarity with Typeform, Calendly, Notion and reporting tools.
• AI curiosity and a willingness to learn new technologies.
• Availability during US business hours.

Nice to have:

• Meta Ads Manager exposure.
• Instagram and LinkedIn management experience.
• Opus Clip or video repurposing experience.

Who This Role Suits

• Communicates proactively.
• Follows systems consistently and documents processes thoroughly.
• Learns quickly and adapts to evolving systems.
• Comfortable working directly with a founder.
• Has a strong operational mindset and wants to grow alongside the business.

What Success Looks Like

• First 30 days: get full access to Go High Level and the wider toolset, learn the existing workflows and campaigns, establish a reliable daily communication rhythm, and begin documenting the systems already in place.
• Days 31 to 60: run workshop and funnel operations end to end, maintain the Go High Level environment independently, and deliver consistent weekly reporting on registrations, funnel performance and campaign metrics.
• Days 61 to 90: own the operational execution of the marketing ecosystem, with a complete SOP library, AI-assisted efficiencies in place, and a measurable reduction in the operational workload carried by Lorraine.